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Home My WebLink About12/10/2018 Joint Committee MeetingFinal ciffiJ94on Joint General Government and Planning and Development Committee Agenda Date: December 10, 2018 Time: 9:30 AM Place: Council Chambers, 2nd Floor Municipal Administrative Centre 40 Temperance Street Bowmanville, Ontario 5iInquiries & Accommodations: For inquiries about this agenda, or to make arrangements for accessibility accommodations for persons attending, please contact: Samantha Gray, Committee Coordinator, at 905-623-3379, ext. 2106 or by email at sgray(o)_clarington.net. Alternate Format: If this information is required in an alternate format, please contact the Accessibility Coordinator, at 905-623-3379 ext. 2131. Audio Record: The Municipality of Clarington makes an audio record of General Government Committee meetings. If you make a delegation or presentation at a General Government Committee meeting, the Municipality will be audio recording you and will make the recording public by publishing the recording on the Municipality's website. Noon Recess: Please be advised that, as per the Municipality of Clarington's Procedural By-law, this meeting will recess at 12:00 noon, for a one hour lunch break, unless otherwise determined by the Committee. Cell Phones: Please ensure all cell phones, mobile and other electronic devices are turned off or placed on non -audible mode during the meeting. Copies of Reports are available at vww.clarington.net ClaClllgtioll 1 Call to Order 2 New Business — Introduction Joint Committee Agenda Date: December 10, 2018 Time: 9:30 AM Place: Council Chambers Members of Committee are encouraged to provide the Clerk's Department, in advance of the meeting, a copy of any motion the Member is intending to introduce, (preferably electronic) such that staff could have sufficient time to share the motion with all Members prior to the meeting. x Motion Regarding Appointment of Deputy Mayor Page 9 x Motion Regarding Designation of Members of Council as Department Page 10 Chairs x Councillor Neal intends to introduce a Motion Regarding GO Train Page 11 Extension from Oshawa to Bowmanville x Councillor Neal intends to introduce a Motion Regarding Combining the Page 14 January 2, 2019 General Government Committee Meeting and the January 7, 2019 Planning and Development Committee Meeting on January 7, 2019 x Councillor Neal intends to introduce a Motion Regarding Electronic Agendas 3 Adopt the Agenda 4 Declaration of Interest 5 Announcements 6 Adoption of Minutes of Previous Meeting 6.1 September 4 Minutes of a Regular General Government Committee Page 15 GGC Minutes Meeting of September 4, 2018 6.2 September 10 Minutes of a Regular Planning and Development Page 30 PDC Minutes Committee Meeting of September 10, 2018 Page 2 ClaClllgtioll Joint Committee Agenda Date: December 10, 2018 Time: 9:30 AM Place: Council Chambers 6.3 September 10 Minutes of a Special Planning and Development Special PDC Committee Meeting of September 10, 2018 Minutes 7 Public Meetings 7.1 Public Meeting Application for a Proposed Zoning By-law Amendment Applicant: Kyle Roberts (on behalf of Paul and Cathy Powers) Report: PSD -081-18 Location: 46 Lawson Road, Courtice 8 Delegations 8.1 Calvin Walker, Regarding the Adoption of a New Flag for Clarington Page 47 Page 52 8.2 Ebun Arimah, St. Stephen's Catholic Secondary School, Regarding a Designated Pedestrian Crossing and Speed Limit in front of St. Stephen's Catholic Secondary School 8.3 Jeff Guthrie, Regarding Report PSD -082-18 Release of a Proposed Draft Zoning By-law for Clarington 9 Communications - Receive for Information 9.1 Newcastle Minutes of the Newcastle Business Improvement Area dated Page 54 BIA Minutes September 13, 2018 and October 11, 2018 9.2 Bowmanville Minutes of the Bowmanville Business Improvement Area Page 60 BIA Minutes dated October 9, 2018 and November 13, 2018 9.3 GRCA Minutes of the Ganaraska Region Conservation Authority Page 66 Minutes dated September 20, 2018 and October 18, 2018 9.4 Tyrone Hall Minutes of Tyrone Community Centre dated October 17, Page 74 Board 2018 Minutes Page 3 Clarington Joint Committee Agenda Date: December 10, 2018 Time: 9:30 AM Place: Council Chambers 9.5 Newcastle Minutes of the Newcastle Community Hall Board dated Page 75 Hall Board September 18, 2018 and October 16, 2018 Minutes 9.6 Township of Township of Amaranth, Susan Stone, CAO/Clerk-Treasurer, Page 78 Amaranth Regarding NAFTA Dairy Supply Management Program 9.7 AMO AMO, Jamie McGarvey, AMO President, Regarding Bill 31 Page 80 9.8 Township of Township of McKellar, Ina Watkinson, Page 83 McKellar Administrative/Treasury Assistant, Regarding Governance Models 9.9 Town of Ajax Town of Ajax, Alexander Harras, Manager of Legislative Page 85 Services/Deputy Clerk, Regarding Better Local Government Act, 2018 and Notwithstanding Clause 9.10 Township of Township of Selwyn, Carla Hope, Adminsitrative Assistant, Page 87 Selwyn Regarding Provincial Agricultural Systems Mapping 10 Communications— Direction 10.1 Veridian Michael Angemeer, President and CEO, Veridian, Page 88 Corporation Regarding Director Re -Appointments (Motion to extend current appointments until the merger is complete and the new board is appointed) 10.2 Polar Bear Nancy and Hugh Towie, Clarington Polar Bear Swim Page 90 Swim Committee — Clarington Polar Bear Swim — January 1, 2019 (Motion to approve the request for Emergency Services, Fire Hall #2, to attend the Clarington Polar Bear Swim on January 1, 2019, in Newcastle) Page 4 CIarington Joint Committee Agenda Date: December 10, 2018 Time: 9:30 AM Place: Council Chambers 10.3 CAZA Dr. Susan Shafer, Executive Director, Canada's Accredited Page 91 Zoos and Aquariums (CAZA), Regarding Jungle Cat World (Motion to Notify Jungle Cat World of Accreditation Requirements) 10.4 Orono Viola Vanderveen and Betty Lycett, Secretary -Treasurer, Page 93 Cemetery Regarding Orono Cemetery Company (Motion to Refer to Staff to Report back to the December 17, 2018 Council Meeting) 10.5 Abortion Joyce Arthur, Executive Director, Abortion Rights Coalition Page 94 Rights of Canada — Regarding Local Governments Citing the Coalition of Advertising Code Canada (Motion to Refer to Staff) 10.6 Township of Ron Higgins, Mayor, Township of North Frontenac, Page 96 North Regarding Grandfathering of Volunteer Firefighters to Frontenac NFPA Standards (Motion to Endorse) 10.7 Town of Cindy Filmore, Senior Office Assistant, Town of Kearney, Page 97 Kearney Regarding Voters' List for Municipal Elections (Motion to Endorse) 10.8 Bowmanville Garth Gilpin, Secretary -Treasurer, Bowmanville BIA, Page 98 BIA Regarding Bagging of Parking Meters for the Month of December (Motion for Direction) Page 5 CIarington Joint Committee Agenda Date: December 10, 2018 Time: 9:30 AM Place: Council Chambers 10.9 Moyse Heather Emery, Petition for Moyse Parkette Playground Page 99 Parkette Upgrade Petition (Motion for Direction) 10.10 Bowmanville Edgar Lucus, BIA Chair, Bowmanville BIA, Regarding Page 100 BIA Municipal Parking Meters (Motion for Direction) 10.11 Bowmanville Chris Kooy, Chair, and Kirk Kemp, Vice Chair, Page 101 Hospital Bowmanville Hospital Foundation, Regarding Foundation Redevelopment of Bowmanville Hospital (Motion for Direction) 10.12 Canadian Sarah Cruickshank, Senior Coordinator, Public Issues, Page 103 Cancer Canadian Cancer Society, Regarding all Tobacco Retailers Society in the Municipality of Clarington be Licensed and Pay an Annual Licence Fee (Motion for Direction) 10.13 City of Andrew Brouwer, City Clerk, City of Oshawa, Regarding Oshawa Keeping General Motors Oshawa Assembly Plant Open (Motion for Direction) 10.14 Municipal John Mutton, President and Chief Executive Officer, Solutions Municipal Solutions, Regarding Recreational Cannabis Dispensaries 11 Presentations No Presentations Z.- ClaClllgtioll 12 Planning Department Joint Committee Agenda Date: December 10, 2018 Time: 9:30 AM Place: Council Chambers 12.1 PSD -081-18 Application by Kyle Roberts to amend the Zoning By-law to Page 105 facilitate the creation of one additional single detached lot at 46 Lawson Road in Courtice 12.2 PSD -082-18 Release of a Proposed Draft Zoning By-law for Clarington Page 113 13 Engineering Services Department No Reports 14 Operations Department No Reports 15 Emergency and Fire Services Department No Reports 16 Community Services Department 16.1 CSD -010-18 2019 Community Event Sponsorship Requests - Fall Page 120 Intake 17 Municipal Clerk's Department 17.1 CLD -020-18 Election Accessibility Report Page 134 17.2 CLD -021-18 Durham Land Division Committee Appointment Page 160 17.3 CLD -022-18 Appointments to Three Conservation Authorities Page 163 17.4 CLD -023-18 Appointment of Municipal Law Enforcement Officers Page 166 Page 7 ClaClllgtioll Joint Committee Agenda Date: December 10, 2018 Time: 9:30 AM Place: Council Chambers 18 Corporate Services Department 18.1 COD -029-18 Elimination of 1/3 Tax Free Allowance for Council Page 170 Compensation 18.2 COD -030-18 Contract Awards During Council Election Recess Page 183 19 Finance Department 19.1 FND-014-18 Financial Update as at September 30, 2018 Page 212 19.2 FND-015-18 2019 Interim Tax By-law Page 225 19.3 FND-016-18 Service Fee Amendments Page 230 20 Solicitor's Department No Reports 21 Chief Administrative Office 21.1 CAO -015-18 Tourism Advisory Committee Terms of Reference Page 237 22 New Business — Consideration 23 Unfinished Business No Reports 24 Confidential Reports 24.1 CAO -016-18 A Personnel Matter [Distributed Under Separate Cover] 25 Adjournment E•- PG.25.06 GG MUNICIPALITY OF CLARINGTON Joint General Government and Planning and Development Committee Meeting RESOLUTION # DATE: December 10, 2018 MOVED BY SECONDED BY THAT in accordance with Section 226 of the Municipal Act, 2001, c.25, and Section 3.2 of the Procedural By-law, during the four-year term of Council (2018 through to 2022), Regional Councillor Wards 1 and 2 and Regional Councillor Wards 3 and 4 be appointed as the Deputy Mayor for the Municipality of Clarington on an alternating year - about schedule beginning with Joe Neal, Regional Councillor Wards 1 and 2. E PG.25.06 GG MUNICIPALITY OF CLARINGTON Joint General Government and Planning and Development Committee Meeting RESOLUTION # DATE: December 10, 2018 MOVED BY SECONDED BY That the Members of Council be designated as a Department Liaison for the term ending December 31, 2022, as follows: Planning Services Department Councillor Joe Neal Engineering Services Department Councillor Granville Anderson Operations Department Councillor Ron Hooper Emergency Services Department Councillor Margaret Zwart Community Services Department Councillor Corinna Traill Municipal Clerk's Department Councillor Janice Jones Finance, Corporate Services & Solicitor's Department & Administration Mayor Adrian Foster 10 PG.25.06 MUNICIPALITY OF CLARINGTON Joint General Government Committee and Planning and Development Meeting RESOLUTION # DATE: December 10, 2018 MOVED BY SECONDED BY EXTENSION OF GO RAIL SERVICE FROM OSHAWA TO BOWMANVILLE Whereas on June 20, 2016, the Provincial government announced that Metrolinx is extending GO rail service from Oshawa to Bowmanville by 2024, noting that the expansion of GO train service in Durham Region is a natural next step for Metrolinx, that it is part of the Regional Transportation Plan, and that it builds upon planning work and service and infrastructure improvements that are already underway; Whereas on August 15, 2016, Metrolinx released a discussion paper for the next Regional Transportation Plan for the Greater Toronto and Hamilton Area (G.T.H.A.) showing, among other projects, the Province's commitment to extending the Lakeshore East GO Rail corridor from Oshawa to Bowmanville within the 2009-2025 timeframe; Whereas on May 18, 2017, the Province released the updated Provincial Growth Plan for the Greater Golden Horseshoe (2017), which included a newly modified transit schedule (Schedule 5) showing the Oshawa to Bowmanville GO Rail service extension as a Committed GO Transit Rail Extension project; Whereas on June 19, 2017, the Region of Durham approved a comprehensive update of the Clarington Official Plan which implements the policies of the Provincial Growth Plan, the Region's Official Plan, and Metrolinx guidelines for development adjacent to Go Train Station Areas and also designates the areas adjacent to the proposed stations in Clarington for a mix of uses at the highest densities within the Municipality; Whereas the Municipality undertook a Transportation Hub Study to define the vision for the areas surrounding the stations with extensive public participation during 2017; Whereas on March 8, 2018, the Metrolinx Board of Directors unanimously adopted the 2041 Regional Transportation Plan (2041 RTP) for the Greater Toronto and Hamilton Area (GTHA) which shows the Go Train Expansion to Bowmanville as part of the In Delivery Transit Projects; 11 PG.25.06 Whereas the impact of the Oshawa to Bowmanville GO Rail extension will be transformational, considering that an April 2016 economic impact analysis conducted by inter -regional municipal, public and private sector partners concluded that investing in the GO rail extension in Durham would enable, x the creation of 21,000 permanent new jobs; x 6,000 person years in construction employment; x 6,000 homes to be built within walking distance of the four planned GO stations; x more than $70 million in annual savings for residents related to time, vehicle costs and improved road safety; x the potential to generate $1.1 billion in transit -oriented, walkable urban development; and, x a significant reduction in the amount of CO2 emissions by decreasing private vehicle use by 50 million kilometres annually; Whereas the Municipality of Clarington together with the private sector has initiated the update and preparation of the land use secondary plans necessary to help facilitate such economic impacts; Whereas Premier Ford's platform "For The People — A Plan for Ontario" included a commitment to "deliver two-way, all -day GO service, including expansions to Bowmanville" and to "maintain current funding as detailed in Ontario's previous transportation and infrastructure budget" as part of the government's goal of "Rebuilding Ontario"; Whereas on November 5, 2018 Metrolinx staff advised that it is preparing a Full Business case for GO expansion and updating the initial Business Case for the GO Rail service extension to Bowmanville; Whereas the economic development benefits and job creation of GO train expansion to Bowmanville take on an even greater significance in light of the recent announcement of the closure of GM facilities; and Whereas it is appropriate for the newly elected Clarington Council to show its continued support for the GO Rail service extension to Bowmanville. Therefore be it resolved: That the Council of the Municipality of Clarington requests the newly elected Provincial government and Metrolinx to confirm the commitment to extend GO Rail service through Oshawa to Bowmanville by 2024, understanding that this project has substantial economic and environmental benefits, will spur significant public and private investment, will create job opportunities, has widespread community support — including from the business community, 12 PG.25.06 development industry, Durham's post -secondary institutions, commuters, youth, and the agricultural community - and is embedded in the land use, transportation and transit plans of Clarington, Oshawa, and the Region of Durham; 2. That the Region of Durham, Municipality of Clarington, County of Northumberland, Municipality of Port Hope, Town of Cobourg, Town of Whitby and City of Peterborough be forwarded a copy of this resolution and based on their support of the GO Rail Service Extension to Bowmanville that they also request that the Province and Metrolinx to stand by the commitment to complete this project by 2024; 3. That staff be authorized to engage the other stakeholders such as the Clarington Board of Trade, the local development and business community, BILD Durham, and the Durham Home Builders Association by providing them a copy of this resolution and requesting that they join Council in calling upon the Province and Metrolinx to stand by the commitment to extend GO Rail service through Oshawa to Bowmanville by 2024; and 4. That copies of this resolution be forwarded to the Honourable Doug Ford, Premier of the Province of Ontario, the Honourable Jeff Yurek, Minister of Transportation, Durham MPPs, the Chair and the President and Chief Executive Officer of Metrolinx. 13 Municipality of Clarington Joint General Government and Planning and Development Committee Resolution # Date December 10. 2018 Moved By Councillor Joe Neal Seconded By That the January 2, 2019 General Government Committee meeting be moved to January 7, 2019; That the January 7, 2019 Committee meeting be a Joint General Government Committee and Planning and Development Committee meeting beginning at 9:30 AM; and That the published schedules be updated accordingly. 14 Clariiw-n General Government Committee Minutes September 4, 2018 If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Minutes of a meeting of the General Government Committee held on Tuesday, September 4, 2018 at 9:30 AM in the Council Chambers. Present Were: Mayor A. Foster, Councillor S. Cooke, Councillor R. Hooper, Councillor J. Neal, Councillor W. Partner, Councillor C. Traill and Councillor W. Woo Staff Present: A. Allison, T. Cannella, J. Caruana, D. Crome, A. Greentree, F. Horvath, M. Marano, R. Maciver left at 3:30 PM, T. Pinn, G. Weir, S. Gray 1 Call to Order Mayor Foster called the meeting to order at 9:30 AM. 2 New Business — Introduction Councillor Hooper asked that a new business item, regarding Clarington's Best Ideas contest, be added to the New Business — Consideration section of the agenda. Councillor Neal asked that a new business item, regarding Bell cleaning up their worksites, be added to the New Business — Consideration section of the agenda. Councillor Neal asked that a new business item, regarding Election Signs - Restricted Content, be added to the New Business — Consideration section of the agenda. Councillor Neal asked that a new business item, regarding Election Signs - Amending Placement Restrictions, be added to the New Business — Consideration section of the agenda. 3 Adopt the Agenda Resolution #GG -379-18 Moved by Councillor Hooper, seconded by Councillor Cooke That the Agenda be adopted as presented, with the addition of the new business items regarding: x Clarington's Best Ideas Contest x Bell Canada x Election Signs — Restricted Content x Election Signs — Amending Placement Restrictions Carried -1- is Clarington 4 Declaration of Interest General Government Committee There were no declarations of interest stated at this meeting. 5 Announcements Minutes September 4, 2018 Members of Committee announced upcoming community events and matters of community interest. Anne Greentree, Municipal Clerk, introduced the new Records Information & Legislative Projects Coordinator, Shelagh Staunton. Joe Caruana, Director of Community Services, introduced the new Community and Customer Services Manager, Lee -Ann Reck. 6 Adoption of Minutes of Previous Meeting Resolution #GG -380-18 Moved by Councillor Woo, seconded by Councillor Partner That the minutes of the regular meeting of the General Government Committee meeting held on June 18, 2018, be approved. Carried 7 Delegations 7.1 Dr. Amit Sharda, Elite Realty and Investments, Regarding A Driveway Expansion and Removal of Street Parking at 98 King Street, Bowmanville Dr. Amit Sharda was present regarding a Driveway Expansion and Removal of Street Parking at 98 King Street, Bowmanville. Dr. Sharda explained that he recently purchased 98 King Street West in Bowmanville. He explained that Service Ontario was sent a letter from the Municipality of Clarington stating that they must fix their driveway. Dr. Sharda advised the Committee that they would also be erecting a fence on the back of his property restricting entrance and exit through the Service Ontario parking lot. He displayed an aerial photo of the property. Dr. Sharda explained that he is concerned with safe egress from/to his property from King Street. He stated that approximately 150 cars enter and exit his property each day. Dr. Sharda displayed a video of a vehicle attempting to exit the property. He provided the Committee with two possible solutions, including removing one or two of the parking spots on King Street for added visibility or widening the single lane entrance to a double lane entrance to enter and exit the property. Resolution #GG -381-18 -2- 16 Clarington-General Government Committee Minutes September 4, 2018 Moved by Councillor Neal, seconded by Councillor Hooper That the delegation of Dr. Amit Sharda, Elite Realty and Investments, Regarding A Driveway Expansion and Removal of Street Parking at 98 King Street, Bowmanville, be referred to the Director of Engineering. Carried 7.2 Niels Hodsman, Assistant Chair Durham Multifaith World Religion Day Committee Regarding Durham MultiFaith World Religion Day in Clarington Niels Hodsman and Ron King were present regarding the Durham Multi -Faith World Religion Day in Clarington. Mr. King and Mr. Hodsman thanked the Committee for hosting the 12th Annual Multi -faith World Religion Day. Mr. King reviewed the various themes for the events each year and the purpose of the event. He thanked the Municipality of Clarington staff who provided excellent service on the day of Multifaith World Religion Day in Clarington. Mr. Hodsman explained that it is a milestone for Clarington to be involved in Multifaith World Religion Day. They thanked the Committee and presented them with a plaque recognizing the Mayor and Members of Council for their support and participation at the annual observance of World Religion Day on January 21, 2018. They confirmed that the next Multifaith World Religion Day is set for January 20, 2019 to be held in Whitby. 8 Communications - Receive for Information 8.1 Minutes of the Bowmanville Business Improvement Authority dated June 12, 2018 8.2 Minutes of the Newcastle Business Improvement Authority dated June 14, 2018, July 12, 2018 and August 9, 2018. 8.3 Minutes of Tyrone Community Centre dated May 16, 2018 and June 20, 2018 8.4 Minutes of the Ganaraska Region Conservation Authority dated June 21, 2018 8.5 Sheila Hall, Executive Director, Clarington Board of Trade, Regarding Economic Development Activity Report January 1, 2018 to July 31, 2018 Resolution #GG -382-18 Moved by Councillor Neal, seconded by Councillor Hooper That the Communication Items 8.1 to 8.5 be received for information. Carried 9 Communications — Direction -3- 17 Clarington- General Government Committee Minutes September 4, 2018 9.1 Ryan Paquette, Project Coordinator, R.W. Tomlinson Limited — MTO - Hwy #115 Culverts Noise By-law Exemption Request Resolution #GG -383-18 Moved by Councillor Neal, seconded by Councillor Woo That the request of Ryan Paquette, Project Coordinator, R.W. Tomlinson Limited for an exemption to the Municipality's Noise By-law 2007-071 for Hwy #115 Culverts Construction from September 7, 2018 until October 31, 2018, be approved. Carried 9.2 Andrew Brouwer, City Clerk, City of Oshawa, Regarding Addressing Affordable Accessible Housing Needs in Ontario Resolution #GG -384-18 Moved by Councillor Partner, seconded by Councillor Hooper That the following City of Oshawa resolution, regarding Addressing Affordable Accessible Housing Needs in Ontario, be endorsed by the Municipality of Clarington: Whereas on May 14, 2018, Oshawa City Council held its annual special meeting to allow the public the opportunity to provide their views and/or concerns regarding accessibility issues; and, Whereas a number of public comments received at this meeting related to the need to consider providing more accessible housing units including those that are affordable; and, Whereas there is a need to consider such matters as providing accessible model home designs/concepts in new home sales office and to advance a discussion on providing more flexible and universal housing designs that can allow seniors and others that's have accessibility challenges over time to be able to age in place without the need to move; and, Whereas it is important to ask the Province to consult with the building and development industry and municipalities to see if there are ways to advance the affordable accessible housing discussion to address the needs of Ontario residents including a review of the Ontario Building Code as appropriate; Therefore be it resolved: That the Province of Ontario be requested to consult with the building and development industry and municipalities to determine practical and appropriate ways to address the affordable accessible housing needs in Ontario which may include a review of the Ontario Building Code; and, W Clartw-n General Government Committee Minutes September 4, 2018 That the City's Chief Building Official be requested to advance the discussion of affordable accessible housing matters related to the Ontario Building Code at the Large Municipalities Chief Building Officials Forum; and, That a copy of this resolution be provided to the Premier of Ontario, all M.P.P.s in the Region of Durham, the Region of Durham, all local municipalities in the Region of Durham, the Association of Municipalities of Ontario, the Building Industry and Land Development Association, the City's Building Industry Liaison Team, the Ontario Association of Architects, Canada Mortgage and Housing Corporation, the Ontario Non -Profit Housing Association and the Accessibility Directorate of Ontario. Carried 9.3 Stephen Covey, Chief of Police and Chief of Security Officer, CN, Regarding Rail Safety Week Resolution #GG -385-18 Moved by Councillor Partner, seconded by Councillor Woo That the following CN resolution, regarding Rail Safety Week be endorsed by the Municipality of Clarington: Whereas Public - Rail Safety Week is to be held across Canada and the United States from September 23 to 29, 2018; Whereas it is in the public's interest to raise citizens' awareness on reducing avoidable accidents, injuries and damage caused by collisions at level crossings or incidents involving trains and citizens; Whereas Operation Lifesaver is a public/private partnership whose aim is to work with the rail industry, governments, police services, the media and other agencies and the public to raise rail safety awareness; and Whereas CN has requested Council to adopt this resolution in support of its ongoing effort to save lives and prevent injuries in communities, including the Municipality of Clarington; and It is hereby resolved to support national Public - Rail Safety Week, to be held from September 23 to 29, 2018. Carried -5- 19 Clar-ington General Government Committee Minutes September 4, 2018 9.4 Ulli Watkiss, City Clerk, City of Toronto, Regarding Immediate Steps to Address Gun Violence Resolution #GG -386-18 Moved by Councillor Neal, seconded by Councillor Hooper That Communication Item 9.4, Ulli Watkiss, City Clerk, City of Toronto, Regarding Immediate Steps to Address Gun Violence, be received for information. Carried 10 Presentations No Presentations Councillor Woo chaired this portion of the meeting. 11 Engineering Services Department 11.1 EGD -015-18 Rainbow Crosswalks Resolution #GG -387-18 Moved by Councillor Traill, seconded by Councillor Partner That Report EGD -015-18 be received; That the location for the Rainbow crosswalk be the South leg of the all way stop intersection of Apple Blossom Blvd. and Mearns Ave.; That 50% of the funding come from the Municipality's annual budget with the other 50% of the funding come from the requesting group; That the Municipality of Clarington's cost sharing, be referred to the 2019 Budget for consideration; and That all interested parties listed in Report EGD -015-18 and any delegations be advised of Council's decision. Carried 11.2 EGD -016-18 GO Transit Newcastle Village - Annual Status Update Resolution #GG -388-18 Moved by Councillor Partner, seconded by Councillor Hooper That Report EGD -016-18 be received; M 20 Clar-ington General Government Committee Minutes September 4, 2018 That the demolition of the former fire hall in the Village of Newcastle be further delayed to continue to allow GO Transit to use the property as a turnaround until such time as Durham Region Transit is able to provide a local service that ensures continuity for residents; That Staff be directed to continue to work with Durham Region Transit to define future growth patterns and establish appropriate service levels; That Staff be directed to report back to Council in the summer of 2019 on the progress of our discussions; and That scheduling of the demolition of the former fire hall in Newcastle be revisited at that time. Carried 11.3 EGD -017-18 Municipal Wide Whistle Cessation Study Resolution #GG -389-18 Moved by Councillor Traill, seconded by Mayor Foster That Report EGD -017-18 be received; That the Municipal Wide Whistle Cessation Study be referred to the Municipality's 2019 budget; and That all interested parties listed in Report EGD -017-18 and any delegations be advised of Council's decision. Carried 11.4 EGD -018-18 Clarington Urban Forest Strategy Resolution #GG -390-18 Moved by Mayor Foster, seconded by Councillor Hooper That Report EGD -018-18 be received; and That Council endorse the Clarington Urban Forest Strategy attached to Report EGD- 018-18. Referred -7- 21 Clarington General Government Committee Minutes September 4, 2018 Resolution #GG -391-18 Moved by Councillor Neal, seconded by Councillor Partner That the foregoing Resolution #GG -390-18, be referred to the 2019-2022 Council for consideration. Carried 12 Operations Department No Reports for this section of the Agenda. Recess Resolution #GG -392-18 Moved by Councillor Neal, seconded by Councillor Cooke That the Committee recess for 10 minutes. Carried The meeting reconvened at 11:18 AM with Councillor Cooke in the Chair. 13 Emergency and Fire Services Department 13.1 ESD -006-18 Proposed Amendment to Emergency Management By-law 2018-010 Resolution #GG -393-18 Moved by Councillor Hooper, seconded by Councillor Partner That Report ESD -006-18 be received; and That the draft amending By -Law (Attachment 1 to Report ESD -006-18), being a by-law to amend the Emergency Management By-law 2018-010 regarding the appointment of the Emergency Management Program Committee (EMPC) by the Municipality of Clarington, and the deletion of Section 2.8 in its entirety, be approved. Carried 13.2 ESD -007-18 Emergency Services Activity Report - Q2 2018 Resolution #GG -394-18 Moved by Mayor Foster, seconded by Councillor Woo That Report ESD -007-18 be received for information. Carried -8- 22 Clarington- 14 Community Services Department No Reports for this section of the Agenda. Suspend the Rules Resolution #GG -395-18 Moved by Mayor Foster, seconded by Councillor Neal General Government Committee Minutes September 4, 2018 That the Rules of Procedure be suspended for the Committee to change the time of their one hour scheduled break as per the Procedural By-law. Carried Recess Resolution #GG -396-18 Moved by Mayor Foster, seconded by Councillor Neal That the Committee recess for a one hour break and reconvene at 12:30 PM. Carried The meeting reconvened at 12:30 PM with Councillor Traill in the chair. 15 Municipal Clerk's Department 15.1 CLD -019-18 Amendment to Procedural By-law Resolution #GG -397-18 Moved by Mayor Foster, seconded by Councillor Hooper That Report CLD -019-18 be received; and That the draft By-law attached to Report CLD -019-18, being an amending by-law to the Procedural By-law, 2015-029 be approved to include a clause to address circumstances where notice is received from the Local Planning Appeal Tribunal (LPAT) that gives Council the opportunity to make a new decision in respect of an Official Plan or Zoning By-law. Carried 23 Clarington Mayor Foster chaired this portion of the meeting. 16 Corporate Services Department General Government Committee Minutes September 4, 2018 16.1 COD -028-18 Contract Awards During Council Recess Resolution #GG -398-18 Moved by Councillor Cooke, seconded by Councillor Traill That Report COD -028-18 be received for information. Carried Later in the Meeting (See following motion) Suspend the Rules Resolution #GG -399-18 Moved by Councillor Neal, seconded by Councillor Hooper That the Rules of Procedure be suspended to allow Members of Committee to speak to the matter of the foregoing Resolution #GG -398-18 a second time. Carried The foregoing Resolution #GG -398-18 was then put to a vote and carried. 17 Finance Department 17.1 FND-012-18 2018/2019 Insurance Program Resolution #GG -400-18 Moved by Councillor Hooper, seconded by Councillor Partner That Report FND-012-18 be received; That the general insurance placement, in conjunction with the other member municipalities of the Durham Municipal Insurance Pool, with the Frank Cowan Company for an integrated pooling arrangement that includes integrated insurance coverages and common self -retention deductible levels for the period July 1, 2018 to June 30, 2019, at an approximate cost to Clarington of $932,094 be confirmed; and That the purchase of cyber liability coverage through the Frank Cowan Company at a cost of $20,000 be confirmed. Carried -10- 24 Clar-ington- General Government Committee Minutes September 4, 2018 17.2 FND-013-18 Financial Update as at June 30, 2018 Resolution #GG -401-18 Moved by Councillor Hooper, seconded by Councillor Woo That Report FND-013-18 be received for information. Carried 18 Solicitor's Department No Reports for this section of the Agenda. 19 Chief Administrative Office 19.1 CAO -010-18 Strategic Plan 2015-2018 Final Report Resolution #GG -402-18 Moved by Councillor Partner, seconded by Councillor Traill That Report CAO -010-18 be received for information. Carried 19.2 CAO -011-18 Exceptional Compensation Policy B8 Update Resolution #GG -403-18 Moved by Councillor Woo, seconded by Councillor Partner That Report CAO -011-18 be received; and That the updated Policy B8 (Attachment 3 to Report CAO -011-18) be approved. Carried Later in the Meeting (See following motion) Resolution #GG -404-18 Moved by Councillor Neal, seconded by Councillor Traill That the foregoing Resolution #GG -403-18, be referred to the 2019-2022 Council for consideration. Motion Withdrawn -11- 25 Clarington Closed Session Resolution #GG -405-18 General Government Committee Moved by Councillor Neal, seconded by Councillor Traill Minutes September 4, 2018 That, in accordance with Section 239 (2) of the Municipal Act, 2001, as amended, the meeting be closed for the purpose of discussing a matter that deals with personal matters about an identifiable individual, including municipal or local board employees. Carried Rise and Report The meeting resumed in open session at 1:54 PM with Mayor Foster in the Chair. Mayor Foster advised that one item was discussed in "closed" session in accordance with Section 239(2) of the Municipal Act, 2001 and no resolutions were passed. Suspend the Rules Resolution #GG -406-18 Moved by Councillor Neal, seconded by Councillor Hooper That the Rules of Procedure be suspended to allow Members of Committee to speak to the matter of the foregoing Resolution #GG -403-18 a second time. Carried The foregoing Resolution #GG -403-18 was then put to a vote and carried. 19.3 CAO -012-18 Tourism Service Delivery Review Resolution #GG -407-18 Moved by Councillor Neal, seconded by Councillor Traill That Report CAO -012-18 be received; That Council endorse the establishment of Tourism Stakeholders Advisory Committee and that staff report back with Terms of Reference for such Committee; That Council endorse the development of a Tourism Strategy including a Digital Marketing Strategy; and That staff continue to consider other opportunities for service improvement identified in WSCS Consulting Inc.'s Clarington Tourism Service Delivery Review. Carried later in the Meeting (See following motion) -12- 26 Clarington General Government Committee Minutes September 4, 2018 Resolution #GG -408-18 Moved by Councillor Neal, seconded by Councillor Cooke That Resolution #GG -40 81 be referred to the 2019-2022 Council for consideration. Motion Lost The foregoing Resolution #GG -407-18 was then put to a vote and carried. 19.4 CAO -013-18 Appointment of Deputy Treasurer -Trevor Pinn Resolution #GG -409-18 Moved by Councillor Hooper, seconded by Councillor Cooke That Report CAO -013-18 be received; and That the By-law attached to Report CAO -013-18 (Attachment 1), which appoints Trevor Pinn as Deputy Treasurer, be approved. Carried 20 New Business — Consideration 20.1 Clarington Best Ideas Contest Resolution #GG -410-18 Moved by Councillor Hooper, seconded by Councillor Woo That staff be directed to investigate and report to Council in 2019 on the consideration of a "Clarington's Best Ideas" contest, with a view to solicit input from our residents on simple, practical measures that could be implemented to enhance our communities and the quality of life. Carried 20.2 Bell Canada Resolution #GG -411-18 Moved by Councillor Neal, seconded by Councillor Hooper That Bell Canada be advised that if all outstanding repairs are not made to holes and sod within 10 days, consent will be withheld for further use of municipal roadways and road allowances; and That Bell Canada shall ensure that the affected grass shall be repaired with sod. Carried -13- 27 Clarington 20.3 Elections Signs — Restricted Content Resolution #GG -412-18 General Government Committee Minutes September 4, 2018 Moved by Councillor Neal, seconded by Councillor Traill That the Election Sign By-law be amended to include that no candidate shall have the statement "re-elect" when that candidate is not the current office holder. Referred (See following motion) Resolution #GG -413-18 Moved by Councillor Neal, seconded by Councillor Traill That Resolution #GG -412-18, be referred to the Municipal Solicitor to report back to the Council Meeting of September 17, 2018. Carried 20.4 Elections Signs — Amending Placement Restrictions Resolution #GG -414-18 Moved by Councillor Neal, seconded by Councillor Cooke That where there is a sidewalk, the sight triangle for the boulevard shall be measured 3 metres form the intersection of the driveway and the road. Carried Later in the Meeting (See following motion) Recess Resolution #GG -415-18 Moved by Councillor Neal, seconded by Councillor Woo That the Committee recess for 10 minutes. Carried The meeting reconvened at 3:45 PM with Mayor Foster in the Chair. The foregoing Resolution #GG -414-18 was then put to a vote and carried. -14- Clariiw-n 21 Unfinished Business 22 Confidential Reports General Government Committee There were no items considered under this section of the Agenda. 23 Adjournment Resolution #GG -416-18 Moved by Councillor Partner, seconded by Councillor Traill That the meeting adjourn at 3:55 PM. Mayor Carried -15- 29 Minutes September 4, 2018 Municipal Clerk Cladwwn Planning and Development Committee Minutes September 10, 2018 If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Minutes of a meeting of the Planning and Development Committee held on Monday, September 10, 2018 at 7:00 PM in the Council Chambers. Present Were: Mayor A. Foster, Councillor S. Cooke, Councillor R. Hooper, Councillor J. Neal, Councillor W. Partner, Councillor C. Traill, Councillor W. Woo Staff Present: A. Allison, D. Crome, R. Maciver, A. Greentree, F. Langmaid, K. Richardson, C. Pellarin, C. Salazar, S. Gray 1 Call to Order Councillor Neal called the meeting to order at 7:00 PM. The Mayor and Members of Council provided a tribute to David Crome, the Director of Planning Services, for his dedication and hard work. He has left a legacy with the Municipal organization and the community. Council wished him all the best in his retirement. 2 New Business — Introduction Councillor Hooper added a new business item, regarding Street Renaming — Alice Crown, to the New Business — Consideration section of the agenda. 3 Adopt the Agenda Resolution #PD -157-18 Moved by Councillor Cooke, seconded by Mayor Foster That the Agenda be adopted as presented, with the addition of new business item regarding, Street Renaming — Alice Crown. Carried 4 Declarations of Interest Councillor Neal declared an indirect interest in Report PSD -074-18 Applications by 2556079 Ontario Inc. (CCT AutoTrans) to recognize the existing industrial business at 1960 Baseline Road West and to allow an expansion of the business onto a portion of 1972 Baseline Road West, as it relates to his law practice. Councillor Neal declared an indirect interest in Report PSD -078-18, Residential Neighbourhood Character Study, as it relates to his law practice. -1- 30 Clarftwn Planning and Development Committee Minutes September 10, 2018 5 Announcements Members of Committee announced upcoming community events and matters of community interest. 6 Adoption of Minutes of Previous Meeting Resolution #PD -158-18 Moved by Councillor Hooper, seconded by Councillor Traill That the minutes of the regular meeting of the Planning and Development Committee, held on June 25, 2018, be approved. Carried 7 Public Meetings 7.1 Application for a Proposed Official Plan Amendment Applicant: The Municipality of Clarington Report: PSD -067-18 Location: Northwest Corner of Lambs Road and Concession Street, Bowmanville Faye Langmaid, Manager of Special Projects, made a verbal and electronic presentation to the Committee regarding the amendment. Erin O'Toole, MP, provided thanks to staff and the Jury Lands Foundation for their work on this project. He stated that this is a special project for Clarington's National Historic site. MP O'Toole also thanked the community for their ongoing support. He explained that this would be one of the only examples in Ontario of a mixed use parkland and historical designated site. MP O'Toole noted that the National Historical marker will be placed once a plan is approved. Bernice Norton, representative of the Architectural Conservancy of Ontario (ACO) — Clarington Branch, spoke in support of the application. Ms. Norton stated that she is a Ehrenwort Trail guide. She noted that since the grand opening of the trail in May 2016, there has been over 36 guided tours with 835 visitors. Ms. Norton advised the Committee that there is one tour scheduled for September 22, 2018 at 2:00 PM. She explained that the visitors have come from all around the Province and beyond, to participate in the guided tours. Marilyn Morawetz, representative of the Jury Lands Foundation, spoke in support of the application. Ms. Morawetz explained that the Jury Lands Foundation's has worked closely with staff and the developers in hopes to achieve the proposed recommendations in Report PSD -067-18. She explained that the proposal embodies the goals of the Jury -2- 31 Clarftwn Planning and Development Committee Minutes September 10, 2018 Lands Foundation, including the preservation of the heritage buildings and campus layout, as well as providing the opportunity to educate visitors. Ms. Morawetz explained that the Jury Lands Foundation has also been working with the Architectural Conservancy of Ontario (ACO) — Clarington Branch, the Clarington Museum, and more recently the consultants of DTAH. Ms. Morawetz noted that the Jury Lands Foundation has provided many presentations and explained that the stories related to this property throughout its history are of interest and will remain significant. She advised the Committee that at the first Doors Open Clarington in 2010, more than 1300 people experienced a tour on the Jury Lands. Ms. Morawetz explained that the Jury Lands Foundation supports the proposed park concept for area two as outlined in the Staff Report with housing development along Lambs Road provided they are in scale and proportionate to the existing historic buildings. She stated that the sightlines are significant to the campus plan and need to be maintained and protected as an important feature of the campus layout. Ms. Morawetz explained that the Jury Lands Foundation supports the proposed residential development. She mentioned that public access and vision lines to the Soper Creek Valley are important features as proposed in the Report and should also be maintained. Ms. Morawetz also advised the Committee that the historic roadway should remain a park lane. She explained that the Jury Lands Foundation would like the plans to be approved in order to secure funding for the initiative. Ms. Morawetz concluded by stating that the Jury Lands Foundation supports the Report PSD -067-18 as presented. No one spoke in opposition of the application. 7.2 Application for a Proposed Official Plan Amendment Applicant: 2103386 Ontario Inc. and Louisville Homes Ltd. Report: PSD -068-18 Location: Foster Northwest, Newcastle Carlo Pellarin, Manager of Development Review, made a verbal and electronic presentation to the Committee regarding the amendment. Bob Malone and Myno VanDyke, Members of the Clarington Heritage Committee, spoke in support of the application. Mr. Malone explained that they were also representing the Newcastle Village and District Historical Society, the Architectural Conservancy of Ontario — Clarington Branch, the Newcastle/Bond Head Ratepayers Association and the Newcastle District Chamber of Commerce. He noted that they support the Wilmot Creek Heritage Park as illustrated in Figure 5 of Report PSD -068-18. Mr. Malone advised the Committee that they do not support section 11.17 of Report PSD -068-18 as it recommends a multi -functional park. He explained that a heritage park should be created on this property and it deserves to be recognized as a heritage park. He urged the Committee to focus on this specific property and its heritage aspects when making a decision on Report PSD -068-18. Mr. Malone mentioned that the developer is prepared to contribute to the park costs. Mr. VanDyke concluded by thanking the Mayor and Members of Council for their support. -3- 32 Clarftwn Planning and Development Committee Minutes September 10, 2018 Michael Fry, D.G. Biddle & Associates Ltd, spoke on behalf of the Applicant. Mr. Fry thanked Planning staff for their hard work on this application as well as Bob Malone and Myno VanDyke for their support. He stated that he would like the proposed trail within the plan to be designated as active open space. 8 Delegations 8.1 Adrian Litayski, Johnston Litayski Ltd., Regarding Report PSD -075-18, Applications by Alpa Pre -Engineered Panel Systems Inc. to allow the expansion of the existing industrial business at 2021 Baseline to 2033 Baseline Road Adrian Litayski, Johnston Litayski Ltd., was present regarding Report PSD -075-18, Applications by Alpa Pre -Engineered Panel Systems Inc. to allow the expansion of the existing industrial business at 2021 Baseline to 2033 Baseline Road. Mr. Litayski explained that the purpose of the application is to expand their operation eastwards onto the new property. He explained that in order to expand the business the land needs to be rezoned to match the existing property zoning, as well as permit the amount of storage needed. Mr. Litayski thanked the Committee and staff for the continued support. He explained that he supports Report PSD -075-18 with one exception. He is concerned with the language contained within the Official Plan Amendment. Mr. Litayski confirmed that the language in the updated Official Plan Amendment (distributed during the meeting) is acceptable. 8.2 Michael Fry, D.G. Biddle & Associates Ltd., Regarding Report PSD -068-18 Foster Northwest Secondary Plan Amendment No. 117 to the Clarington Official Plan Michael Fry, D.G. Biddle & Associates Ltd., was present regarding Report PSD -068-18 Foster Northwest Secondary Plan Amendment No. 117 to the Clarington Official Plan was heard during the Public Meeting portion of the Agenda. Mr. Fry explained that they would like the proposed open space with a trail system to be a linear park, and will continue to work with staff to recognize it as such. He advised the Committee that they disagree with having to contribute 100% to the signalized intersection. Mr. Fry continued by stating that he is concerned with the proposed three year timeline of draft plan approval contained in Attachment 1 of Report PSD -079-18. He requested that it be extended to six years. 8.3 Bob Schickedanz, Farsight Investments Limited, Report PSD -071-18, An Application by Farsight Investments Limited and Savannah Land Corporation to amend a Draft Approved Plan of Subdivision and Rezoning by adding lands into the draft plan Bob Schickedanz, Farsight Investments Limited, was present regarding an Application by Farsight Investments Limited and Savannah Land Corporation to amend a Draft Approved Plan of Subdivision and Rezoning by adding lands into the draft plan. 33 Clarftwn Planning and Development Committee Minutes September 10, 2018 Mr. Schickedanz stated that he supports the recommendations of Report PSD -071-18. He concluded by thanking Planning staff for their support. 8.4 Craig Sabine, Regarding The Water Supply to Heritage Estates Plan No. 10M-755 — Impacts of Northglen Development Craig Sabine, was present, regarding The Water Supply to Heritage Estates Plan No. 10M-755 — Impacts of Northglen Development. Mr. Sabine stated that he is concerned with the well water supply on Old Scugog Road. He explained that he has experienced well water problems since he purchased his property in 2017. Mr. Sabine stated that other properties has wells drilled at the expense of the developer, but his property has not. He would like the developers to be held responsible for their actions and would like assurance that there will be no short term or long-term effects to surrounding home owners. Mr. Sabine explained that the water table has been impacted since construction has begun in the Northglen development. He advised the Committee that a well water monitoring program has concluded and they are still experiencing issues. His well performance as declined. Mr. Sabine noted that he has experienced consecutive days with no water. He explained that he was advised that the developer would pay to fill the well if it were to dry up, and they have not yet done so. Mr. Sabine mentioned that a reason for the well water issue may be due to the new large storm water management pond in the Northglen development. He stated that this issue needs to be addressed and residents need to have access to reliable water supply. Mr. Sabine concluded by seeking advice and support from the Committee to address these concerns. Resolution #PD -159-18 Moved by Mayor Foster, seconded by Councillor Hooper That the delegation of Craig Sabine, Regarding The Water Supply to Heritage Estates Plan No. 10M-755 — Impacts of Northglen Development, be referred staff; That staff Report back by way of Memo or Report to the September 17, 2018 Council meeting; and That the Report or Memo include details as to why Mr. Sabine's well is not being treated consistent with neighbouring wells. Carried Recess Resolution #PD -160-18 Moved by Mayor Foster, seconded by Councillor Partner That the Committee recess for 10 minutes. Carried -5- 34 Clarftwn Planning and Development Committee Minutes September 10, 2018 The meeting reconvened at 9:07 PM with Councillor Neal in the Chair. 9 Communications - Receive for Information 9.1 Minutes of the St. Marys Cement Community Relations Committee dated February 6, 2018 Resolution #PD -161-18 Moved by Mayor Foster, seconded by Councillor Hooper That Communication Item 9.1, be received for information. Carried 10 Communications— Direction Resolution #PD -162-18 Moved by Councillor Woo, seconded by Councillor Traill That Communication Items 10.2 and 10.2, be received on consent. Carried 10.1 Myron Pestaluky, Delta Urban Inc.,On behalf of the Southeast Courtice Landowners Group, Regarding Report LGL -007-18 Pre - Construction Sale of Residential Real Estate - Update on Industry Consultation That Communication Item 10.1, from Myron Pestaluky, Delta Urban Inc.,On behalf of the Southeast Courtice Landowners Group, be received; and That Myron Pestaluky, Delta Urban Inc., be advised of Council's decision. 10.2 Myron Pestaluky, Delta Urban Inc.,On behalf of the South- West Courtice Landowners Group, Regarding Report LGL- 007-18 Pre - Construction Sale of Residential Real Estate - Update on Industry Consultation That Communication Item 10.2, from Myron Pestaluky, Delta Urban Inc.,On behalf of the South- West Courtice Landowners Group, be received; and That Myron Pestaluky, Delta Urban Inc., be advised of Council's decision. 35 Clarftwn Planning and Development Committee Minutes September 10, 2018 10.3 Ryan Guetter, Senior Vice President, Weston Consulting, Regarding Report PSD -071-18, An Application by Farsight Investments Limited and Savannah Land Corporation to Amend a Draft Approved Plan of Subdivision and Rezoning by adding lands into the Draft Plan Resolution #PD -163-18 Moved by Councillor Traill, seconded by Councillor Woo That Communication Item 10.3, from Ryan Guetter, Senior Vice President, Weston Consulting, Regarding Report PSD -071-18, be referred to the consideration of Agenda Item 12.5, being Report PSD -071-18. Carried 11 Presentation(s) No Presentations 12 Planning Services Department Reports 12.1 PSD -067-18 Community Vision for Jury Lands, Urban Design Master Plan and Design Guidelines for former Ontario Boys Training School and WWII Prison of War Camp 30 Resolution #PD -164-18 Moved by Councillor Traill, seconded by Councillor Woo That Report PSD -067-18 be received; That COPA 2018-0003 continue to be processed including the preparation of a subsequent report; and That all interested parties listed in Report PSD -067-18 and any delegations be advised of Council's decision. Carried -7- 36 Clarftwn Planning and Development Committee Minutes September 10, 2018 12.2 PSD -068-18 Foster Northwest Secondary Plan Amendment No. 117 to the Clarington Official Plan Resolution #PD -165-18 Moved by Councillor Partner, seconded by Councillor Woo That Report PSD -068-18 be received; That the Official Plan Amendment No. 117 be adopted; That the Region of Durham Planning and Economic Development Department and the Municipal Property Assessment Corporation be forwarded a copy of Report PSD -068-18; and That all interested parties listed in Report PSD -068-18 and any delegations be advised of Council's decision. Carried 12.3 PSD -069-18 Rural Special Event Venues and Agri -Tourism Uses Resolution #PD -166-18 Moved by Councillor Traill, seconded by Councillor Woo That Report PSD -069-18 be received I R U L Q I R U P D W L R Q; and That all interested parties listed in Report PSD -069-18 and any delegations be advised of Council's decision. Carried 12.4 PSD -070-18 A Local Planning Appeal Tribunal (LPAT) Decision on the Appeal by Deborah & Oswin Mathias regarding meat processing accessory to a farm Resolution #PD -167-18 Moved by Councillor Partner, seconded by Councillor Traill That Report PSD -070-18 be received; That Council enact the Zoning By-law Amendment contained in Attachment 3 of Report PSD -070-18 in accordance with the Order of the Local Planning Appeal Tribunal to establish additional regulations and remove the holding symbol for the meat processing use accessory to a farm; 37 Clarftwn Planning and Development Committee Minutes September 10, 2018 That a copy of Report PSD -070-18 and the amending by-law be forwarded to the Local Planning Appeal Tribunal, the Region of Durham Planning and Economic Development Department and the Municipal Property Assessment Corporation (MPAC); and That all interested parties listed in Report PSD -070-18 and any delegations be advised of Council's decision. Carried 12.5 PSD -071-18 An Application by Farsight Investments Limited and Savannah Land Corporation to Amend a Draft Approved Plan of Subdivision and Rezoning by adding lands into the Draft Plan Resolution #PD -168-18 Moved by Mayor Foster, seconded by Councillor Hooper That Report PSD -071-18 be received; That the application to amend Draft Approved Plan of Subdivision submitted by Farsight Investments Limited and Savannah Land Corporation by adding lands into the draft plan and changing the configuration of the park, stormwater management pond and roads to permit 69 additional residential units be supported subject to conditions as contained in Attachment 1 of Report PSD -071-18; That the Zoning By-law Amendment application by Farsight Investments Limited and Savannah Land Corporation be approved as contained in Attachment 3 of Report PSD -071-18; That once all conditions as contained in the Clarington Official Plan and the Zoning Bylaw with respect to the removal of the (H) Holding Symbol are satisfied, the By-law authorizing the removal of the (H) Holding Symbol be approved; That the Durham Regional Planning and Economic Development Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD -071-18 and Council's decision; and That all interested parties listed in Report PSD -071-18 and any delegations be advised of Council's decision. Carried Clarftwn Planning and Development Committee Minutes September 10, 2018 12.6 PSD -072-18 Electric Vehicle Charging Infrastructure - Requirements for New Development Resolution #PD -169-18 Moved by Councillor Traill, seconded by Councillor Hooper That Report PSD -072-18 be received for information. Carried 12.7 PSD -073-18 Recommended disposition of outstanding Zoning By-law amendment applications in the Courtice Main Street Area Resolution #PD -170-18 Moved by Councillor Cooke, seconded by Mayor Foster That Report PSD -073-18 be received; That the application to amend the Zoning By-law submitted by David West, Wayne West and Ronald Wilson, file number ZBA 99-037, be approved in the context of Zoning By-law Amendment 2018-059; That the application to amend the Zoning By-law submitted by Charles Murphy and Susan Stephenson, file number ZBA 99-042, be approved in the context of Zoning By-law Amendment 2018-059; That the application to amend the Zoning By-law submitted by William Bryans, file number ZBA 2000-007, be approved in the context of Zoning By-law Amendment 2018-059; That the application to amend the Zoning By-law submitted by 988925 Ontario Ltd., file number ZBA 2016-0004, be approved in the context of Zoning By-law Amendment 2018-059; That the application to amend the Zoning By-law submitted by LDB Holdings Ltd., file number ZBA 2001-019, be approved and that the Zoning By-law contained in Attachment 3 to Report PSD -073-18 be passed; That the Region of Durham Planning and Economic Development Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD -073-18 and Council's decision; and That all interested parties listed in Report PSD -073-18 and any delegations be advised of Council's decision. Carried -10- 39 Clarftwn Planning and Development Committee Minutes September 10, 2018 Councillor Neal declared an indirect interest in Report PSD -074-18. Councillor Neal left the room and refrained from discussion and voting on this matter. Mayor Foster chaired this portion of the meeting. 12.8 PSD -074-18 Applications by 2556079 Ontario Inc. (CCT AutoTrans) to recognize the existing industrial business at 1960 Baseline Road West and to allow an expansion of the business onto a portion of 1972 Baseline Road West Resolution #PD -171-18 Moved by Councillor Cooke, seconded by Councillor Woo That Report PSD -074-18 be received; That Amendment No. 115 to the Clarington Official Plan as contained in Attachment 1 of Report PSD -074-18 be adopted; That the application to amend the Zoning By-law by 2556079 Ontario Inc. be approved and that the By-law attached to Report PSD -074-18 be passed; That once all requirements of site plan approval are satisfied, the By-law authorizing the Removal of the (H) Holding Symbol be approved; That the Region of Durham Planning and Economic Development Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD -074-18 and Council's decision; and That all interested parties listed in Report PSD -074-18 and any delegations be advised of Council's decision. Carried Councillor Neal returned to the meeting and assumed the chair. 12.9 PSD -075-18 Applications by Alpa Pre -Engineered Panel Systems Inc. to allow the expansion of the existing industrial business at 2021 Baseline to 2033 Baseline Road Resolution #PD -172-18 Moved by Mayor Foster, seconded by Councillor Hooper That Report PSD -075-18 be received; That Amendment No. 116 to the Clarington Official Plan as contained in Attachment 1 of Report PSD -075-18 be adopted; - 11 - HE Clarftwn Planning and Development Committee Minutes September 10, 2018 That the application to amend the Zoning By-law be approved and that the By-law attached to Report PSD -075-18 be passed; That once all requirements contained in the Zoning By-law and Site Plan approval are satisfied, the By-law authorizing the Removal of the (H) Holding Symbol be approved; That the Region of Durham Planning and Economic Development Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD -075-18 and Council's decision; and That all interested parties listed in Report PSD -075-18 and any delegations be advised of Council's decision. Carried 12.10 PSD -076-18 An Application by Newcastle Marina Villa Ltd. Removal of Holding (H) to permit a 65 unit apartment building in the Port of Newcastle Resolution #PD -173-18 Moved by Councillor Partner, seconded by Mayor Foster That Report PSD -076-18 be received; That the application submitted by Newcastle Marina Villa Ltd. to remove the Holding (H) symbol be approved as contained in Attachment 1 to Report PSD -076-18; That Council's decision and a copy of Report PSD -076-18 be forwarded to the Region of Durham Planning and Economic Development Department and the Municipal Property Assessment Corporation; and That all interested parties listed in Report PSD -076-18 and any delegations be advised of Council's decision. Carried 12.11 PSD -077-18 An Proposed Private Cannabis Retail Stores Resolution #PD -174-18 Moved by Councillor Traill, seconded by Councillor Woo That Report PSD -077-18 be received for information. Carried -12- 41 Clarftwn Planning and Development Committee Minutes September 10, 2018 Councillor Neal declared an indirect interest in Report PSD -078-18. Councillor Neal left the room and refrained from discussion and voting on this matter. Mayor Foster chaired this portion of the meeting. 12.12 PSD -078-18 Residential Neighbourhood Character Study Resolution #PD -175-18 Moved by Councillor Hooper, seconded by Councillor Partner That Report PSD -078-18 be received; That Staff be authorized to undertake a Residential Neighbourhood Character Study to inform the Zoning By-law review as described in the proposed Terms of Reference in Attachment 2 of Report PSD -078-18; That Council pass the Interim Control By-law contained in Attachment 3 of Report PSD -078-18; That notice of the passing of the Interim Control By-law be given in accordance with Subsection 38(3) of the Planning Act, R.S.O. 1990, C.P. 13, as amended; and That all interested parties listed in Report PSD -078-18 and any delegations be advised of Council's decision. Carried Councillor Neal returned to the meeting and assumed the chair. 12.13 PSD -079-18 Development Applications by 2103386 Ontario Inc. (Halminen Homes) and Louisville Homes Ltd. for 297 single detached dwellings, 92 street townhouse dwellings, and 105 unit block townhouse development in Newcastle Resolution #PD -176-18 Moved by Councillor Partner, seconded by Councillor Woo That Report PSD -079-18 be received; That the application for Draft Plan of Subdivision S -C-2017-0005 submitted by 2103386 Ontario Inc. (Halminen) and Louisville Homes Ltd. be supported subject to redlined revisions to conform with the Secondary Plan and subject to conditions of draft approval substantially as contained in Attachment 1 to Report PSD -079-18 as finalized by the Director of Planning Services; That the Zoning By-law Amendment application submitted by 2103386 Ontario Inc. (Halminen) and Louisville Homes Ltd. be approved and that a Zoning By-law -13- 42 Clarftwn Planning and Development Committee Minutes September 10, 2018 Amendment as contained in Attachment 2 of Report PSD -079-18 be adopted to implement the redline revised plan of subdivision; That once all conditions contained in the Official Plan and Zoning By-law with respect to the removal of the (H) Holding Symbol are satisfied, the By-law authorizing the removal of the (H) Holding Symbol be approved; That the Region of Durham Planning and Economic Development Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD -079-18 and Council's decision; and That all interested parties listed in Report PSD -079-18 and any delegations be advised of Council's decision. Carried as Amended (See following motion) Resolution #PD -177-18 Moved by Mayor Foster, seconded by Councillor Woo That the foregoing Resolution #PD -176-18 be amended by deleting the words "three (3) years" in Attachment 1 of Report PSD -079-18, Part 9 - Notes to Draft Approval, Section 9.3 and replacing it with the words "five (5) years". Carried The foregoing Resolution #PD -176-18 was then put to a vote and carried as amended. 12.14 PSD -080-18 Renaming of a Portion of Lakeshore Road to Lake Homestead Road Resolution #PD -178-18 Moved by Councillor Partner, seconded by Councillor Hooper That Report PSD -080-18 be received; That subject to receipt of the application fee of $1,200 for a street renaming request, staff be authorized to take appropriate steps to advertise in the local newspapers for a Public Meeting on the renaming of the portion of "Lakeshore Road" from Boulton Street to Stephenson Road as "Lake Homestead Road"; and That all interested parties listed in Report PSD -080-18 and any delegations be advised of Council's decision. Carried -14- 43 Clarftwn Planning and Development Committee Minutes September 10, 2018 Mayor Foster chaired this portion of the meeting. 13 Solicitor's Department 13.1 LGL -007-18 Pre -Construction Sale of Residential Real Estate - Update on Industry Consultation Resolution #PD -179-18 Moved by Councillor Neal, seconded by Councillor Traill That Report LGL -007-18 be received; That staff bring forward a by-law for Council's consideration to prohibit the sale of new homes or condominiums prior to receiving draft plan approval; and That staff bring forward the draft By-law at the September 17, 2018 Council meeting. Carried Later in the Meeting (See following motions) Recess Resolution #PD -180-18 Moved by Councillor Neal, seconded by Councillor Cooke That the Committee recess for 10 minutes. Carried The meeting reconvened at 10:13 PM with Mayor Foster in the Chair. Closed Session Resolution #PD -181-18 Moved by Councillor Neal, seconded by Councillor Cooke That, in accordance with Section 239 (2) of the Municipal Act, 2001, as amended, the meeting be closed for the purpose of discussing a matter that deals with advice that is subject to solicitor -client privilege, including communications necessary for that purpose. Carried -15- Clarftwn Planning and Development Committee Minutes September 10, 2018 Rise and Report The meeting resumed in open session at 10:48 PM with Mayor Foster in the Chair. Mayor Foster advised that one item was discussed in "closed" session in accordance with Section 239(2) of the Municipal Act, 2001 and no resolutions were passed. The foregoing Resolution #PD -179-18 was then put to a vote and carried. Councillor Neal chaired this portion of the meeting. Suspend the Rules Resolution #PD -182-18 Moved by Councillor Woo, seconded by Councillor Traill That the Rules of Procedure be suspended to extend the meeting to 11:15 PM. Carried 14 New Business — Consideration 14.1 Street Renaming — Alice Crown Resolution #PD -183-18 Moved by Councillor Hooper, seconded by Councillor Partner That the name Alice Crown be placed on the street name list for Bowmanville in recognition of the quiet contribution of early immigrant women who helped build a new life for their families in this community. Carried 15 Unfinished Business 15.1 PSD -051-18 Amendment of Heritage Designating By-law — The Belmont House [Tabled from the June 11, 2018 Council Meeting] Resolution #PD -184-18 Moved by Mayor Foster, seconded by Councillor Hooper That Report PSD -051-18 be received; That the recommendation of the Clarington Heritage Committee to amend the designating By-law of The Belmont House at 302 Given Road, Newcastle, under Part IV of the Ontario Heritage continue to be processed; -16- 45 Clarftwn Planning and Development Committee Minutes September 10, 2018 That the Clerk prepare the required notice to amend the designation pursuant to Section 30.1 (2) of the Ontario Heritage Act; That depending on the response to the notice to amend the designation, the Clerk either prepare the necessary by-law or report back to Council regarding objection(s) received; and That all interested parties listed in Report PSD -051-18 and any delegations be advised of Council's decision. Carried 16 Confidential Reports 16.1 CAO -014-18 Potential Acquisition of Lands Resolution #PD -185-18 Moved by Councillor Traill, seconded by Councillor Cooke That the recommendations, contained in Confidential Report CAO -014-18 Potential Acquisition of Lands, be approved. Carried 16.2 LGL -006-18 Proposed Settlement of OMB Appeals - Excelsior Financial Group Inc. Resolution #PD -186-18 Moved by Mayor Foster, seconded by Councillor Cooke That the recommendations, contained in Confidential Report LGL -006-18 Proposed Settlement of OMB Appeals - Excelsior Financial Group Inc., be approved. Carried 17 Adjournment Resolution #PD -187-18 Moved by Councillor Partner, seconded by Councillor Traill That the meeting adjourn at 11:05 PM. Chair Carried -17- Deputy Clerk Clarftwn Special Planning and Development Committee Minutes September 10, 2018 If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Minutes of a meeting of the Special Planning and Development Committee held on Monday, September 10, 2018 at 4:00 PM in the Council Chambers. Present Were: Mayor A. Foster, Councillor S. Cooke, Councillor R. Hooper, Councillor J. Neal, Councillor W. Partner, Councillor W. Woo Regrets: Councillor C. Traill Staff Present: A. Allison, D. Crome, A. Greentree, K. Richardson, C. Pellarin, S. Gray 1 Call to Order Councillor Neal called the meeting to order at 4:00 PM. 2 Declarations of Interest There were no disclosures of interest stated at this meeting. 3 Public Meetings 3.1 Application for a Proposed Zoning By-law Amendment Applicant: R. W. Carr Investment Co. Report: PSD -063-18 Location: 92 Elgin Street, Bowmanville Bob Russell, Planner II, made a verbal and electronic presentation to the Committee regarding the application. No one spoke in opposition to or in support of the application. 3.2 Application for a Proposed Zoning By-law Amendment Applicant: 2510267 Ontario Ltd. Report: PSD -064-18 Location: 273 Liberty Street North and Blocks 197, 198 and 199 of Plan 40M2332 In the interest of expediency, Councillor Neal asked whether there was anyone present to speak in opposition to or in support of the application. No one was present to speak in opposition to or in support of the application. As a result, the Planner did not make a presentation. -1- 47 Clarftwn Special Planning and Development Committee Minutes September 10, 2018 3.3 Application for a Proposed Zoning By-law Amendment Applicant: Terrance Tiller Report: PSD -065-18 Location: 3648 Concession Road 5, Clarke In the interest of expediency, Councillor Neal asked whether there was anyone present to speak in opposition to or in support of the application. No one was present to speak in opposition to or in support of the application. As a result, the Planner did not make a presentation. 3.4 Application for a Proposed Official Plan Amendment Applicant: The Municipality of Clarington Report: PSD -066-18 Location: 1785 Cobbledick Road, Clarke Brandon Weiler, Planner, made a verbal and electronic presentation to the Committee regarding the proposed Official Plan Amendment. No one spoke in opposition to or in support of the application. 4 Planning Services Department Reports 4.1 PSD -063-18 An Application by R. W. Carr Investment Co. for two separate single detached homes each with a 12.9 metre frontage Resolution #PD -152-18 Moved by Mayor Foster, seconded by Councillor Woo That Report PSD -063-18 be received; That the proposed application for Rezoning ZBA2018-0017 continue to be processed including the preparation of a subsequent report; That staff consider the public comments received in the further processing of the Zoning By-law Amendment application submitted by R.W. Carr Investment Co. to permit two single detached house properties; and That all interested parties listed in Report PSD -063-18 and any delegations be advised of Council's decision. Carried Clarftwn Special Planning and Development Committee Minutes September 10, 2018 4.2 PSD -064-18 Applications by 2510267 Ontario Ltd. for a Zoning By-law Amendment and Draft Plan of Subdivision for a 27 unit development on the south-east corner of Liberty Street North and Longworth Avenue, Bowmanville Resolution #PD -153-18 Moved by Councillor Woo, seconded by Councillor Partner That Report PSD -064-18 be received; That the revised application for Draft Plan of Subdivision S -C-2017-0008 submitted by 2510267 Ontario Ltd., to permit the development of 27 residential units, be supported subject to the conditions generally as contained in Attachment 1 to Report PSD -064-18; That the application to amend Zoning By-law by 2510267 Ontario Ltd. be approved and that the By-law in Attachment 2 to Report PSD -064-18 be passed; That once all the conditions contained in the Official Plan and Zoning By-law with respect to the removal of the (H) Holding Symbol are satisfied, the By-law authorizing the removal of the (H) symbol be approved; That the Durham Regional Planning and Economic Development Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD -064-18 and Council's decision; and That all interested parties listed in Report PSD -064-18 and any delegations be advised of Council's decision. Carried 4.3 PSD -065-18 Application by Terrance Tiller to amend Zoning By-law 84-63 to facilitate a surplus farm dwelling severance at 3648 Concession Road 5, Clarke Resolution #PD -154-18 Moved by Mayor Foster, seconded by Councillor Cooke That Report PSD -065-18 be received; That the application to amend the Zoning By-law submitted by Terrance Tiller be approved and that the By-law contained in Attachment 1 to Report PSD -065-18 be passed; That the Durham Regional Planning and Economic Development Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD -065-18 and Council's decision; and -3- 49 Clarftwn Special Planning and Development Committee Minutes September 10, 2018 That all interested parties listed in Report PSD -065-18 and any delegations be advised of Council's decision. Carried 4.4 PSD -066-18 An Official Plan Amendment Application by the Municipality of Clarington and Zoning By-law Amendment Application by Durham Hospice — Clarington to permit a hospice on a portion of 1785 Cobbledick Road Resolution #PD -155-18 Moved by Councillor Partner, seconded by Councillor Hooper That Report PSD -066-18 be received; That Council declare as surplus, approximately an additional 0.4 hectares (1 acre) of the municipally -owned property, south of 1895 Cobbledick Road and direct staff to transfer a total parcel of 1.2 hectares (3 acres) to Durham Hospice - Clarington subject to the conditions identified in Council Resolution #C-019-18; That Official Plan Amendment No. 119 to the Clarington Official Plan be adopted as contained in Attachment 1 to Report PSD -066-18; That the application submitted by Durham Hospice - Clarington to amend the Zoning By - Law to permit a hospice be approved and a zoning by-law amendment contained in Attachment 2 to Report PSD -066-18, be passed; That once all requirements contained in the Zoning By-law and Site Plan approval are satisfied, the By-law authorizing the Removal of the (H) Holding Symbol be approved; That the Durham Regional Planning Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD -066-18 and Council's decision; and That all interested parties listed in Report PSD -066-18 and any delegations be advised of Council's decision. Carried on the following recorded vote: Council Member Yes No Declaration of Interest Absent Councillor Neal X Councillor Partner X Councillor Traill X Councillor Woo X Councillor Cooke X Councillor Hooper X Mayor Foster X 50 Clarftwn 5 Adjournment Resolution #PD -156-18 Special Planning and Development Committee Minutes Moved by Councillor Partner, seconded by Councillor Hooper That the meeting adjourn at 4:15 PM. Chair Carried -5- 51 Deputy Clerk September 10, 2018 Clarbgtoa Nonce of Public Meeting A land use change has been proposed, have your say! The Municipality is seeking public comments before making a decision on an application to amend the Zoning By-law. Kyle Roberts (on behalf of Paul and Cathy Powers) has submitted an application to amend the Zoning By-law to permit the creation of an additional single detached dwelling lot. The two lots would have frontages of 18 and 26 metres. 46 Lawson Road, Courtice East side of Townline Road North. directly south of the Courtice Urban Boundarv. The proposed amendment, and additional information are available for review at the Planning Services Department. Questions? Please contact Amanda Tapp 905-623-3379, extension 2420, or by email at atappCcDclarington.net Speak at the Public Meeting: Date: Monday, December 10, 2018 Time: 9:30 am Place: 40 Temperance Street, Bowmanville, ON L1 C 3A6 Municipal Administrative Centre Council Chambers Or write to the Planning Services Department to the attention of Amanda Tapp. File Number: ZBA2018-0015 52 p _ f�il� ��' Subject Property O Z Z } }�If•, T ^ o . 9y o LAWSON ROAD - a �q nF i 0 oc K W y� CI NrFRFf 40 ` WABBOKISHICOU,RT- O zgA OA s The proposed amendment, and additional information are available for review at the Planning Services Department. Questions? Please contact Amanda Tapp 905-623-3379, extension 2420, or by email at atappCcDclarington.net Speak at the Public Meeting: Date: Monday, December 10, 2018 Time: 9:30 am Place: 40 Temperance Street, Bowmanville, ON L1 C 3A6 Municipal Administrative Centre Council Chambers Or write to the Planning Services Department to the attention of Amanda Tapp. File Number: ZBA2018-0015 52 Freedom of Information and Protection of Privacy Act The personal information you submit will become part of the public record and may be released to the public. Questions about the information we collect can be directed to the Clerk's Department at 905- 623-3379, extension 2102. Accessibility If you have accessibility needs and require alternate formats of this document or other accommodations please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Appeal Requirements If you do not speak at the public meeting or send your comments or concerns to the Municipality of Clarington before the by-law is passed: a) you will not be entitled to appeal the decision to the Local Planning Appeal Tribunal; and b) you will not be able to participate at a hearing of an appeal before the Local Planning Appeal Tribunal, unless, in the opinion of the Tribunal, there are reasonable grounds to do so. Faye Langmaid, RPP, FCSLA Acting Director of Planning Services 53 Newcastle BIA MINUTES September 13, 2018 www.villageofnewcastle.ca Attendance: Valentine Lovekin, Marni Lewis, Donna Wood, Janeen Calder, Theresa Vanhavebeke, Leslie Ray, Helen Vatandoust, Lina Schmal, Tracy Yates Regrets: Greg Lewis, Karen Bastas 1. Attendance taken. 2. Meeting called to order at 9:00 a.m. 3. Approval of July Minutes: Motion to accept: Leslie Ray Seconded: Helen Vatandoust 4. Business Arising from Minutes: n/a 5. Council Report - Wendy Partner n/a 6. President's Report: n/a 7. Treasurer's Report: As of August 31, 2018 the balance is $17,300. The budget will allow for $1000 to go towards the Town Hall Lighting. The light installation cost will come out of the West end money. 8. Committee Reports: Safety & Decor: 54 Sheard Display's quote for 21 new wreaths is $3700 plus tax. This includes replacing all the bulbs with new brighter LED bulbs and adding more to each wreath. It was decided that we would not go ahead with changes to the wreaths this year. Theresa motioned that we condense the wreaths to be hung between Beaver St. and Baldwin St. and look into getting new hanging decor for the East end. Seconded by Leslie Ray. Passed Advertising: Our likes on Facebook continue to go up. We are at 1180 like. Top 3 trending posts this month were the Squirrel getting ready for the weekend, the Mayors Post, Hospice information, Picture from the Snug's patio. Top searches on the Website this month were Harvest Festival info, Lovekin Law Firm, The Refinery Salon and Barber, Coin Laundry. The BIA will be putting a centre ad in November's Village Voice highlighting "Christmas in the Village" - including the Santa Breakfast, Town Hall Lighting, Santa Parade, Festival of Trees events. Special Events: a) Harvest Festival- 50 vendors have been confirmed for the event. LOTS of children activities. Clarington This Week will be doing a story on the Harvest Festival watch for that in the next couple of weeks. b) Town Hall Lighting - Janeen has got a quote from a company to come and install the lights, maintain them, store them and take them down for $3670 plus tax. They received verbal confirmation that they can close the street on November 16th at 5pm-8pm. Janeen motioned to spend $3260 plus tax to hire a company to install the lights on the Town Hall on a trail basis. Seconded by Theresa Vanhaverbeke. Passed. The Boy Scouts will hang the garland on the poles at the Town Hall when they do the downtown core. The Hall Board is aware of this event and on board with it. c) Breakfast with Santa- November 24th going ahead. Ticket prices will go up this year. The committee is looking into renting a backdrop to have behind Santa. People will be able to take their own photos with Santa this year. d) Watch for details on a Santa Clause Parade fundraising event, the Festival of Trees from November 16 -December 16. 55 e) No Frills will be having a Bowmanville Hospital Foundation BBQ on October 20, 2018 from 10-4pm. Watch for details and go out and support our community. 9. CBOT. n/a 10. Chamber News: n/a 11. CIP: n/a 12. New Business: n/a 13. Next meeting, Thursday October 11, 2018 @ 9:OOam 14. Motion to adjourn meeting by Valentine Lovekin, seconded by Tracey Yates 56 Newcastle BIA MINUTES October 11, 2018 www.villageofnewcastle.ca Attendance: Valentine Lovekin, Marni Lewis, Donna Wood, Janeen Calder, Helen Vatandoust, Lina Schmal, Tracy Yates, Karen Bastas, Catherine Peterson Regrets: Greg Lewis, Leslie Ray, Theresa Vanhaverbeke, Ann Harley 1. Attendance taken. 2. Meeting called to order at 9:00 a.m. Chaired by Karen 3. Approval of September Minutes: Motion to accept: Janeen Calder Seconded: Helen Vatandoust 4. Business Arising from Minutes: n/a 5. Council Report - Wendy Partner n/a 6. President's Report: With the upcoming election the BIA has always held a neutral position. Wendy has done a great job. The all Candidates debate is Thursday, October 17, 2018 organized by the Chamber of Commerce and the Ratepayers. 7. Treasurer's Report: Leslie emailed her report - Bank balance at the end of September was $17,606. 1 will be contacting the executive soon to set the budget for 2019; 1 will prepare a rough draft as a starting point that we can work with. 8. Committee Reports: 57 Safety & Decor: The wreath for Remembrance Day has been ordered. The garland will be going up on November 14th before the Town Hall Lighting and Parade. Advertising: Our likes on Facebook continue to go up, we have 1212 likes. The posts have reached 15,000 in the last 28 days. Top 3 trending posts this month were the Santa parade poster, Newcastle Home Decor Pop -Up Shop, Harvest Festival Lost Wallet post, Harvest Festival Dog Show Video. Donna will look into Facebook advertising for the Town Hall Lighting and Parade Tree Fundraiser. Special Events: a) Harvest Festival- The event went really well, considering the weather. The dog show was awesome, Some vendors dropped out last minute due to the weather, lots of great feedback, the food trucks did affect the local restaurants business that day. The committee will look into food truck that are offering different food items next year, that you can't get here in town. b) Town Hall Lighting - The Hall Board has committed to donating $1000 to the event. Gabrielle is looking into getting speakers to play music from the hall. Tim Hortons has offered coffee for the evening. The choir "Allanah Coles" will be singing. Trying to get the Carol booklets to hand out that evening. Wagon rides will be available. The lights quote came back with a new price of $4566.33 this includes lights across the eve -strophe. The committee is hoping to raise $650 in donations to help cover the costs. Janeen motioned to approve the amended contract price with Christmas Decor by Skedaddle to add the eve -strophe lights. Seconded by Karen, passed. c) Breakfast with Santa- November 24th going ahead. They have figured out the photo backdrop. Everything is all set. d) Santa Parade - A sponsor letter was sent to all BIA members and the tree fundraiser will be sent out. Trees will be on display from November 16 - December 16. They are 7' LED pre -lite trees, that will be raffled off at the Diane Hamre Recreation Centre. Please confirm by October 28th if you would like to purchase a tree for $350 and decorate with your team/office/staff. e) No Frills' BBQ supporting the Bowmanville Hospital Foundation is October 20, 2018 from 10-4pm. Stop by and support PP 9. CBOT: n/a 10. Chamber News: Candidates debate October 11, 2018 11. CIP: n/a 12. New Business: A full report from the Newcastle of the World Conference held this month in Japan will be posted to social media in the near future. The sidewalk patio pilot report will be coming out soon. The Municipality is looking for your opinions on it. Should this continue? Did you like it? Email your thoughts to Faye Langmaid at flangdmaid@clarington.net 13. Next meeting, Thursday November 8, 2018 @ 9:OOam 14. Motion to adjourn meeting by Helen Vatandoust, seconded by Tracey Yates 59 BOARD OF MANAGEMENT BOWMANVILLE BUSINESS IMPROVEMENT AREA Minutes of a regular meeting of the Board of Management held at 6:30 p. m., on Tuesday, October 9, 2018 in Committee Room 1-C in the Bowmanville Library. Present: G Gilpin, G Lucas Members: E. Lucas, James, R. Hooper, Holmes, Barry, Rezazada Absent: C. Hooper The meeting was called to order by the Chairman, who then recognized that there were no delegations present. Moved by R. Hooper, seconded by J. Barry, THAT the Minutes of the previous meeting, held on Tuesday, June 12, 2018 (no meetings were held in July and August due to holidays, and no meeting was held in September due to the lack of a quorum) be adopted as circulated. "CARRIED" Correspondence was received from Garth Gilpin, (announcing his retirement from the Board as both Secretary and Treasurer after 36 and one half years of service), Laura Holmes (applying for the position of Secretary), Barbara Yezik, (Multimedia Consultant, Star Metroland Media, Durham Region), Kathy McLaughlin (Secretary, Bowmanville Santa Claus Parade) Moved by R. Hooper, seconded by Barry, That the correspondence be received and filed. "CARRIED" Page 2 The Treasurer presented his report as follows: Current Account $ 26,182.20 GIC #1 60,000.00 GIC#2 5,125.90 Total $ 91,308.10 Moved by C. Holmes, seconded by Barry, THAT the Treasurer's Report be adopted as presented. `CARRIED" Reports: Council Liaison: Hooper stated that he had no report. Events: Holmes stated that al the arrangements for the Apple Festival and Craft Sale are complete. Membership Relations: Barry no report. Streetscape: E. Lucas reported that the hanging flower baskets will be removed after the Apple Festival. Communications: James stated that she had no report. Web Site: Rezazada reported that the video for the Bluesberry Festival has been added to the website, and, that due to the loss of her business location, she will be leaving Downtown Bowmanville on October 31, Media Relations R. Hooper reported for C. Hooper that she had no report. There was no "BUSINESS ARISING" from the previous meeting, 61 Page 3 Under "NEW BUSINESS", it was moved by Barry and seconded by James THAT Gilpin's resignation as Secretary to the Board of Management be. accepted, effective December 31, 2018. "CARRIED" Next it was moved by Barry, seconded by James, THAT L. Holmes be appointed Secretary to the Board, effective January 1, 2019. "CARRIED" Next discussion took place on including a Christmas Market on the 20 King Street East Parking Lot on the Christmas Moonlight Magic evening. Alternative suggestions were made that having this market located at the Division Street intersection and at the west end of King Street might better draw the crowd through the Downtown corridor. It was suggested that this matter be left for further study by the Events Committee. In order for the existence of a quorum at the October and November meetings, it was Moved by Barry, seconded by Rezazada, THAT G Lucas assume the role of Chairman of Streetscape for the balance of the 2018 year. "CARRIED" Moved by Barry, seconded by Rezazada, THAT the Meeting be adjourned. "CARRIED" The next meeting is scheduled for Tuesday, November 13, 2018 in Committee Room 1-C in the Bowmanville Library at 6:30 p. m. 62 BOARD OF MANAGEMENT BOWMANVILLE BUSINESS IMPROVEMENT AREA Minutes of a regular meeting of the Board of Management held at 6:30 p. in., on Tuesday, November 13, 2018 in Committee Room 1-C in the Bowmanville Library. Present: Gilpin, Graham Davis (Eatery 777), Paul Wirch (Municipality), Laura Holmes, Members: E. Lucas, G Lucas, C. Holmes, R. Hooper, M. James, J. Barry Absent: C. Hooper The meeting was called to order by the Chairman, who then recognized that Paul Wirch was present on behalf of the Planning Department of the Municipality to bring an up -date on the secondary plan to the downtown, including the former Goodyear factory. He reported that the Municipality had hired a consultant. Further he invited a member of the Board of Management to become a member on the committee studying this development. The Chairman thanked Witch for this opportunity. Moved by C. Holmes, seconded by James, THAT the Minutes of the previous meeting be adopted as circulated. "CARRIED" Correspondence was received from Classic Displays and Canada Post Moved by R. Holmes, seconded by Barry, That the correspondence be received and filed. "CARRIED' 63 Page 2 The Treasurer presented his report as follows: Current Account $ 8,288.51 GIC #1 40,000.00 GIC#2 5,534.12 Total $ 53,822.63 Moved by Barry, seconded by R. Hooper, THAT the Treasurer's Report be adopted as presented. `CARRIED" Reports: Council Liaison: No report. Events: Holmes stated that the Girls' Night Out event saw more stores participating, more non-commercial businesses open during the evening (35 participating) and the presence of CHFI and CTV. Membership Relations: Barry stated that one new business had opened called Trudalious. Streetscape: No report. Communications: James stated that the problems with the program will be corrected. Web Site: No report. Media Relations: R. Hooper reported that C. Hooper will be receiving help with managing this portfolio. Page 3 The "BUSINESS ARISING" from the previous meeting, that the Municipality would not allow the closing of the Downtown for the whole day of the Moonlight Magic event, but would agree to close it from 1;00 p. m. to allow for the set-up of the Christmas Market on the day of the Tree Lighting Ceremony. Under "NEW BUSINESS", Lucas read a letter from the OBIAA inviting the Bowmanville BIA to participate in a provincial government program which would see the OBIAA receive $50,000 to pay for two employees to survey the participating BIA's and prepare a written report on each. The Board members showed no interest in participating. "Lucas wished all the members of the Bowmanville BIA a Merry Christmas and a happy and prosperous New Year." Moved by James, seconded by R. Hooper, THAT the Meeting be adjourned. "CARRIED" The next meeting is scheduled for Tuesday, January 8, 2019 in Committee Room 1-C in the Bowmanville Library at 6:30 p. m. 65 GANARASKA REGION CONSERVATION AUTHORITY MINUTES OF THE BOARD OF DIRECTORS September 20, 2018 FA 04/18 1. Welcome and Call to Order The Chair called the Full Authority meeting to order at 7:15 p.m. MEMBERS PRESENT: Wendy Partner, Chair - Municipality of Clarington Raymond Benns - Township of Alnwick/Haldimand Brian Darling - Town of Cobourg Louise Ferrie-Blecher - Municipality of Port Hope Mark Lovshin - Township of Hamilton Forrest Rowden - Town of Cobourg Heather Stauble - City of Kawartha Lakes ALSO PRESENT: Linda Laliberte, CAO/Secretary-Treasurer Janice Teare, Watershed Services Coordinator Ken Thajer, Planning and Regulations Coordinator ABSENT WITH REGRETS: John Fallis - Township of Cavan Monaghan Willie Woo - Municipality of Clarington ALSO ABSENT: Jeff Lees, Vice -Chair - Municipality of Port Hope 2. Disclosure of Pecuniary Interest None 3. Minutes of Last Meeti FA 21/18 MOVED BY: SECONDED BY: Forrest Rowden Brian Darling THAT the Ganaraska Region Conservation Authority approve the minutes of the June 21, 2018 meeting. CARRIED. . • Minutes FA 04/18 Page 2 4. Adoption of the Agenda FA 22/18 MOVED BY: SECONDED BY: Ray Benns Heather Stauble THAT the Full Authority adopt the agenda as presented. CARRIED. 5. Delegations None 6. Presentations None 7. Business Arising from Minutes a) 2019 Preliminary Budget and Municipal Levy The board members discussed the additional capital asset levy. The CAO/Secretary- Treasurer advised that the June staff report would accompany the levy letter to each municipality. She also advised that any municipality could request a presentation to explain the additional levy. FA 23/18 MOVED BY: SECONDED BY: Forrest Rowden Brian Darling THAT the Full Authority receive the 2019 Preliminary Budget for information and, FURTHER THAT the budget be forwarded to the watershed municipalities, indicating in the cover letter, that the vote to approve the 2019 levy will be taken at the November 2018 Board of Directors meeting. CARRIED. 8. Correspondence FA 1 Maddison Ellis, Deputy Clerk/Executive Assistant to the CAO, Northumberland County, re. Resolution 2018-07-18-188 FA 24/18 MOVED BY: SECONDED BY: Louise Ferrie-Blecher Ray Benns THAT the Ganaraska Region Conservation Authority receive the correspondence for information. CARRIED. 67 Minutes FA 04/18 9. Applications under Ontario Regulation 168/06: Permits approved by Executive: FA 25/18 MOVED BY: SECONDED BY: Forrest Rowden Brian Darling Page 3 THAT the Ganaraska Region Conservation Authority receive the permits for information. CARRIED. Permit Application require Full Authority discussion: None 10. Committee Reports: None 11. New Business: a) Appointment of Officers to Enforce Conservation Authority Act and Regulations FA 26/18 MOVED BY: SECONDED BY: Louise Ferrie-Blecher Heather Stauble THAT the Ganaraska Region Conservation Authority designate Ken Thajer as a Provincial Offences Officer for the purposes of enforcing the Conservation Authorities Act and Regulations. CARRIED. b) GRCA Administrative By -Law FA 27/18 MOVED BY: SECONDED BY: Ray Benns Louise Ferrie-Blecher THAT the Ganaraska Region Conservation Authority defer the Administrative By -Law to the next meeting. CARRIED. c) GRCA Updated Alcohol Policy FA 28/18 MOVED BY: SECONDED BY: Ray Benns Forrest Rowden THAT the Ganaraska Region Conservation Authority approve the updated Ganaraska Region Conservation Authority Alcohol Policy to become effective immediately. CARRIED. Minutes FA 04/18 Page 4 The members discussed the possibility of having the agenda package available electronically. It was noted that some members do not have an internet connection strong enough to support downloads. Staff stated that the options could be reviewed further. 12. Other Business None 13. In Camera None 14. Adjourn The meeting adjourned at 7:45 p.m. on a motion by Forrest Rowden. CHAIR CAO/SECRETARY-TREASURER GANARASKA REGION CONSERVATION AUTHORITY MINUTES OF THE BOARD OF DIRECTORS October 18, 2018 GRCA 06/18 1. Welcome and Call to Order The Chair called the Ganaraska Region Conservation Authority Board of Directors meeting to order at 7:15 p.m. MEMBERS PRESENT: Wendy Partner, Chair - Municipality of Clarington Raymond Benns - Township of Alnwick/Haldimand Brian Darling - Town of Cobourg John Fallis - Township of Cavan Monaghan Louise Ferrie-Blecher - Municipality of Port Hope Mark Lovshin - Township of Hamilton Forrest Rowden - Town of Cobourg Heather Stauble - City of Kawartha Lakes ALSO PRESENT: Linda Laliberte, CAO/Secretary-Treasurer Janice Teare, Watershed Services Coordinator Ken Thajer, Planning and Regulations Coordinator Jessica Mueller, Hydrogeologist ABSENT WITH REGRETS: Jeff Lees, Vice -Chair - Municipality of Port Hope ALSO ABSENT: Willie Woo - Municipality of Clarington 2. Disclosure of Pecuniary Interest None 3. Minutes of Last Meeting FA 29/18 MOVED BY: SECONDED BY: Forrest Rowden Brian Darling THAT the Ganaraska Region Conservation Authority approve the minutes of the September 20, 2018 meeting. CARRIED. 70 Minutes GRCA Board of Directors 06/18 Pape 2 4. Adoption of the Agenda The following items, under new business, were added by Wendy Partner and John Fallis: 11. New Business b) The Kendal Crown Lands Primitive Skills Training Centre c) Closing of the Ontario Seed Plant FA 30/18 MOVED BY: SECONDED BY: Forrest Rowden Mark Lovshin THAT the Ganaraska Region Conservation Authority adopt the agenda as amended. CARRIED. 5. Delegations None 6. Presentations a) Ganaraska Region Monitoring Report 2018 (Jessica Mueller) FA 31/18 MOVED BY: SECONDED BY: Mark Lovshin Heather Stauble THAT the Ganaraska Region Conservation Authority approve the Ganaraska Region Monitoring Report 2018. CARRIED. 7. Business Arising from Minutes a) Ganaraska Region Conservation Authority Administrative By -Laws FA 32/18 MOVED BY: Forrest Rowden SECONDED BY: Louise Ferrie-Bletcher THAT the Ganaraska Region Conservation Authority approve the Administrative By -Laws effective immediately. CARRIED. 8. Correspondence None 71 Minutes GRCA Board of Directors 06/18 Pape 3 9. Applications under Ontario Regulation 168/06: Permits approved by Executive: FA 33/18 MOVED BY: Brian Darling SECONDED BY: John Fallis THAT the Ganaraska Region Conservation Authority receive the permits for information. CARRIED. Permit Application requiring Ganaraska Region Conservation Authority Board of Directors discussion: None 10. Committee Reports: None 11. New Business: a) Employment Policy Update The CAO/Secretary-Treasurer provided board members with an overview of the updates and additions brought forward to the Employment Policy. FA 34/18 MOVED BY: SECONDED BY: Mark Lovshin Forrest Rowden THAT the Ganaraska Region Conservation Authority approve the updates to the Employment Policy dated October 18, 2018 effective immediately. CARRIED. b) The Kendal Crown Lands Primitive Skills Training Centre FA 35/18 MOVED BY: SECONDED BY: Heather Stauble Mark Lovshin THAT the Ganaraska Region Conservation Authority receive the report for information and Chair Partner will contact Mr. Stacheruk and invite him to the November meeting. CARRIED. c) Closing of the Ontario Tree Seed Plant FA 36/18 MOVED BY: Brian Darling SECONDED BY: Ray Benns 72 Minutes GRCA Board of Directors 06/18 4 THAT the Ganaraska Region Conservation Authority direct the CAO/Secretary-Treasurer to forward the information from Melissa Spearing to the board members, and FURTHER THAT she be invited to the November meeting to present to the Board of Directors. CARRIED. 12. Other Business None 13. In Camera None 14. Adjourn The meeting adjourned at 8:20 p.m. on a motion by Forrest Rowden. CHAIR CAO/SECRETARY-TREASURER 73 Tyrone Community Centre — Minutes Wednesday Oct 17th, 2018 Attendance: Larry Quinney, Joy Vaneyk, Marlene Craig, Marlene Raby, Cecile Bowers, Corrine vandeGrootheveen , Steve Hutchinson, Lyndsay Luckhardt„ Dave Taylor, Craig Raby Regrets: Claude Godin, Danielle Carroll, Justin Vachon, Kyle Young, Paul Rowan, Alvina Hare, Corrinna Traill x Adopt minutes from September meetings — added Dave Taylor to attendance and was asked to add Laurie La France to the volunteer list. x Treasurer Report - Steve Hutchinson — Balance will be just under $16000 after the sign is paid for. x Maintenance Report - Larry x Floor polishing update. Main floor & back room — was polished in Sept. x Other repairs required or maintenance issues — lighting issue in the parking lot. Joy will let the Municipality know due to the safety issue involving a light pole that is not secure. x Hall Booking Report — no report given x Dance / Bar Update —115 people attended the October dance. It fell on Thanksgiving weekend which may explain the lower attendance. x Old Business: x Sign — was installed and looks great. Thank you to Kyle for all his work. x Sept 23 d Spirit Day - thank you for all who helped out. Was very family orientated and seemed to be well enjoyed by those who attended. x Web site/internet — website is up and running. Updates with anything from Facebook. x Tree update — the municipality will come and cut down the trees — no date has been given as of yet. x New Business x Christmas Party for TCC Board — Dec 8th — discussion was held on location and options x Breakfast with Santa Dec 8 — save the date —10am-noon x Snow removal contract — in 2016/20017 we spent $2486.00 and 2017/2018 $1977.50. Will continue with Garden Gateway Landscaping for the upcoming season. x Outdoor skating rink application — further update next meeting x Email from Fred Horvath — new volunteer policy was emailed out to the entire board. x Next Meeting Date Wed November 21, 7pm Motion to Adjourn: Dave x Fire Extinguisher Checks. 74 NEWCASTLE VILLAGE COMMUNITY HALL BOARD September 18, 2018 Council Chambers 7:00 pm Present Were: Kevin Symak Cathy Abraham Dave Eastman Sierd DeJong Councilor Woo Councilor Partner Regrets From: Peter Hazelton Also Present: Gabrielle Bell, secretary Rob Groen, Operations Department was present to discuss protocol for fire alarm. Key to building is in box outside of front doors. Board member is to turn alarm system off when instructed to do so by fire department representative. 1. MINUTES Motion by W. Woo, seconded by W. Partner That the minutes of June 2018 are accepted as presented. "Carried" 2. BUSINESS ARISING a) Piano Sale - tabled b) Spigot for fountain still being investigated. Board members will monitor fountain on weekends to turn off if it is windy so that it does not run dry. c) Town Hall Christmas Lighting of building for November 16th spearheaded by Newcastle BIA. G. Bell is on the committee as well. Front of building along eavestrough, 22 windows and bushes on either side of front doors will be lit with white lights. BIA has hired a company to install, maintain and remove. Board requests that lights be removed by January 7th 2019. Cost will be $4600.00. Road will be closed Baldwin to Mill from 5 pm to 8 pm, businesses will be open offering things for the kids and free horse wagon rides. Motion by C. Abraham seconded by D. Eastman That the Newcastle Village Community Hall board will contribute $1000.00 towards the cost of light installation and cover the cost of electricity. "Carried" 3. FINANCIAL REPORT Motion by W. Woo, seconded by S. DeJong That the financial report is accepted as presented. "Carried" 4. INVOICES Motion by W. Woo, seconded by W. Partner 75 That the following invoices are paid as presented: Derek DeJong Dave Eastman Kevin Symak Steve Fogg Gabrielle Bell Derek DeJong 5. CORRESPONDENCE $460.00 $37.22 $150.00 $596.00 $75.00 $250.00 on Sept 29 2018 "Carried" a) Check received from Municipality from Heritage Garden Account — this account is now closed. b) Board agreed to move forward with changing of the exterior door locks. G.Bell and D. Eastman will meet week of Oct 29th to compile list of keys for each group. Motion by D Eastman, seconded by W Woo That budget for keys will be increased to $2000.00 c) Chamber of Commerce and Ratepayers group asked for donation of hall for forum of the 6 candidates running for council. Board agreed normal fees would apply. d) CBOT news letter received for information. e) Enovations Design submitted proposal for update of our website. Received for information. f) Board chair received email from Peter Hazelton resigning from the board as he has moved to Bowmanville. g) Concert in Park Committee consists of Lloyd Johnson, Lorraine Forget and Fred Chambers 6. FUNDRAISING N/A 7. RISK MANAGEMENT REPORT Received for information — copy to be sent to Operations. 8. NEW BUSINESS a) Paving of parking lot is scheduled for Spring of 2019, retaining wall will be done Fall of 2018. b) Secretary advised of request to set up tents in parkette for wedding. Board agreed this is not something they would like to consider at this time. c) Custodian has requested we add 2 more carpets to order with Royal Rugs for the Main Hall. Board agreed. d) Renter has requested pick up of Harvest Tables day after their event. Board discussed and agreed as per contract they must be picked up at end of event. e) Board agreed to issue keys to front door to regular renter Autism Base Durham for the duration of their contract. f) Speakers for the clock tower to be reinstalled. Request to be sent to Operations. W Partner at 9:00 pm Chair Secretary 76 NEWCASTLE VILLAGE COMMUNITY HALL BOARD October 16 2018 Council Chambers 6:00 PM Present Were: Kevin Symak, Chair Dave Eastman Sierd DeJong Cathy Abraham Wendy Partner, Local Councilor Willie Woo, Regional Councilor Also Present: Gabrielle Bell, secretary 1. BUDGET Discussed budget for 2019 2. KITCHEN RENOVATION Board agreed payment for kitchen renovation in the amount of $68,308.00 would be paid for as follows: Fundraising account $35,000.00 Montague Trust $10,000.00 Irene Rinch Trust $23,000.00 3. ELECTRICAL Obtain quote from Riseborough Electrical for Historical Room and Office 4. INVOICES Motion by W. Woo, seconded by C. Abraham That the following invoices be paid as presented: Kevin Symak $75.00 Steve Fogg $325.00 D. Holmes $179.40 "CARRIED" Adjourned 7:30 pm Kevin Symak, Chair Gabrielle Bell, Secretary 77 BEN RYZEBOL, Director of Public Works PUBLICWORKS-TELEPHONE: (519)941-1065 FAX: (519)941-1802 email: bryzebol@amaranth.ca August 30, 2018 TOWNSHIP 41 374028 6T" LINE, AMARANTH, ONTARIO L9W OM6 The Right Honourable Justin P.J. Trudeau Prime Minister of Canada House of Commons Ottawa ON K 1 A OA6 Dear Prime Minister Trudeau, Re: NAFTA — Dairy Supply Management Program SUSAN M. STONE, C.A.O./Clerk-Treasurer TELEPHONE: (519) 941-1007 FAX: (519) 941-1802 email: suestone@amaranth-eastgary.ca At the regular meeting of Council held August 29, 2018, the following resolution was carried: Moved by H. Foster — Seconded by C. Gerrits Be it Resolved That: WHEREAS it appears that Mexico and the U.S.A have come to an agreement on trade terms and now intense scrutiny is on Canada as our negotiators attempt to come to an agreement as well, and our Dairy Management system is once more front and centre in the news; WHEREAS supply management means that our Canadian dairy farms produce enough milk for Canadians and Canada allows 10% import of tariff free dairy products and the U.S.A caps tariff free imports at about 2.75%, so the U.S.A also protects their dairy industry; WHEREAS we want our dairy products to continue to be produced on Canadian farms, under the strictest animal welfare, milk quality and food safety standards in the world; NOW THEREFORE the Township of Amaranth, as a predominantly farming community, urge the Federal Government to not allow a foreign party to interfere with our Dairy Management System and that it be removed from all North American Free Trade Agreement (NAFTA) negotiations; 9P BEN RYZEBOL, Director of Public Works PUBLICWORKS-TELEPHONE: (519)941-1065 FAX: (519)941-1802 email: bryzebol@amaranth.ca Aft 3740286 TH LINE, AMARANTH, ONTARIO L9W OM6 SUSAN M. STONE, C.A.O./Clerk-Treasurer TELEPHONE: (519) 941-1007 FAX: (519)941-1802 email: suestone@amaranth-eastgary.ca AND FURTHER THAT this resolution be sent to the Prime Minister, Dufferin- Caledon, MP and MPP, the Association of Municipalities of Ontario, Minister of International Affairs, Premier of Ontario, Ontario Ministry of Agriculture Food and Rural Affairs, Dufferin Federation of Agriculture, Ontario Federation Agriculture and all municipal councils within Ontario. Should you require anything further please do not hesitate to contact this office. Yours truly, Susan M. Stone, A.M.C.T. CAO/Clerk-Treasurer Township of Amaranth SMS/ch 79 AmeAssaciabonof Municipalises Ontario September 17, 2018 Dear Municipal Colleague: Office ofthe President This morning, an editorial in the Toronto Star urged AMO to advocate for the City of Toronto, and against Ontario's newly elected provincial government, on the matter of Bill 31 (formerly Bill 5), which reduces the size of Toronto's City Council. The public debate on the Bill and related use of the 'Notwithstanding Clause' is divided and emotional. The matter confirms that people are passionate about local municipal governance, taxation and public services. It has also put AMO in an awkward position. The City of Toronto is not an AMO member, and since 2005, the City has made a point of being separate from us. It sought out and secured unique status with the Ontario government, and its own dedicated legislation: the Cityof iorontoAct, 2006. AMO has always respected the City of Toronto's decision to go it alone on governance and the authority of its Act. We certainly defer to the City of Toronto leadership on matters related to its relationship with the Government of Ontario. Understandably, AMO focuses on service to the remaining 443 Ontario municipal governments that do not have the benefit of their own legislation. Our members have been clear about their top priorities; fiscal sustainability, recognition that one size does not fit all, working with us to improve services, and assurance that the Ontario government will not download its fiscal challenges onto municipal property taxpayers. In every regard, AMO members know that we can achieve far more working together, than we can by going it alone. In August, we heard that the Province would not act in the same manner that it has with Toronto. We heard that it is committed to discussions with our membership and AMO, to understand what is working and what is not working. And importantly, we heard that consultation would inform future governance reviews. That commitment was repeated in a formal statement to AMO today. In the four weeks since the conference, we have experienced the following: Minister Clark, a former mayor and former AMO President, is having meaningful discussions with us on long-standing municipal concerns, spanning several ministries. The changes to Toronto's Council have dominated headlines, and over the past week, remarks have suggested that the government is planning to impose further changes on municipal governments across Ontario. 200 University Ave, Suite 801 www.amo.on.ca Tel 416. 971.9856 Tall Free in Ontario Toronto, ON, M5H 3C6 amo@a amo.on.ca Fax 416, 971.6191 877.426.6527 so z Late last week, I wrote to Minister Clark to emphasize that relations between Ontario's provincial and municipal orders of government should be guided by facts and evidence, rather than by political rhetoric and emotion. His quick response reflects, in part, our shared belief in the benefits of maintaining an open, respectful relationship. AMO has a clear mandate to ensure that the Government of Ontario benefits from, and experiences, the full weight of Ontario's municipal order of government as we move forward. Our mandate to weigh-in on an issue affecting the City of Toronto is less clear. We recognize growing anxiety across the province. We urge the Ontario government to clearly state its interests in having a governance review, and how it will proceed. And we urge the Ontario government to work with AMO and the municipal order of government to change requirements that undermine municipal finance, infrastructure investment, and efficient service delivery all across Ontario. This is an important time for AMO and we all have a responsibility to make sure that Ontario's municipal governments are speaking with a strong, clear voice on the priorities that matter most to us all. Our next Board meeting is later this month, and we welcome any input that you wish to share with us as we prepare for it. Yours truly, Jamie McGarvey AMO President Statement from Han. Steve Clark, Minister of Municipal Affairs and Housing follows: 200 University Ave. Suite 801 www.amo.on.ca Tel 41.6. 971.9856 Toll Free in Ontario Toronto, ON, M5H 3C6 amo a@amo.on.ca Fax 416, 971.6191 877.426.6527 Ministry of Municipal Affairs and Housing Office of the Minister 777 Bay Street, 171h Floor Toronto ON M5G 2E5 Tel.: 416 585-7000 Ministere des Affaires municipalos et du Logement Bureau du ministre 777, rue Bay, 17' etage Toronto ON M5G 2E5 T6I.: 416 585-7000 kM123n I N.0 ' Ontario Monday, September 17, 2018 Statement from Minister Clark The government's regional review will take a broad look at the current model, which has been in place for almost 50 years. It's time to consider whether changes are needed to improve municipal governance in communities where populations have grown and the hard-earned dollars of taxpayers are being stretched. The goal is to work together with municipal governments to give the people what they want; local governments that are working as effectively and efficiently as possible to support the future economic prosperity of their residents and businesses. The people of Ontario work hard for their money, and we want to keep as much of it in their pocket as possible while continuing the excellent level of service people have come to expect from their municipal and provincial governments. We look forward to discussing with our many stakeholders, including our municipal partners, to determine what is working well in our current governance model, and what needs to be improved. For more information: Michael Jiggins, 416-585-6492 Minister's Office michael.jigginsCEDontario.ca -30- ME LID jr 11� Township of McKellar 701 Hwy #124, P.O. Box 69, McKellar, Ontario POG 1C0 Phone: (705) 389-2842 Fax: (705) 389-1244 October 24, 2018 Municipalities of Ontario Re: Governance Models Please be advised that at its regular meeting held, Monday October 1, 2018 the Council of the Township of McKellar passed the following resolution: 18-317 WHEREAS on September 17, 2018 the following statement was issued from the AMO Office of the President "We urge the Ontario government to clearly state its interests in having governance review, and how it will proceed. And we urge the Ontario government to work with AMO and the municipal order of government to change requirements that undermine municipal finance, infrastructure investment and efficient service delivery all across Ontario" as per the attached letter; AND WHEREAS the current President of AMO is the Mayor of Parry Sound; AND WHEREAS the goals for a "Governance Review" may not be the same for the Town of Parry Sound as they are for other municipalities in the District of Parry Sound; AND WHEREAS AMO has no mandate from the District of Parry Sound Municipalities to speak on their behalf on governance models such as Regional Government or Amalgamations; AND WHEREAS the Honourable Steve Clark, Minister of Municipal Affairs and Housing sent out the attached letter indicating there will be discussion with municipal partners regarding governance models; NOW THEREFORE BE IT RESOLVED that the Township of McKellar requests that any discussions that AMO has with the Province be preceded with an open meeting between AMO, all members of Council and members of the public to determine the desires of each municipality in regard to governance models; AND FURTHERMORE BE IT RESOLVED that our MPP Norm Miller and the Province of Ontario also have an open dialogue with the Township of McKellar and respect the opinions of the township as it regards to any review of the local governance model. YEAS: Councillors Beier, Haskim, Kekkonen, Zulak and Reeve Hopkins NAYS: Carried Sincerely, Ina Watkinson Administrative/Treasury Assistant Township of McKellar 2 MI Town cif. A("jR404 e Premier Doug Ford Premier of Ontario Legislative Building Queen's Park Toronto ON M7A 1A1 September 18, 2018 TOWN OF AJAX 65 Harwood Avenue South Ajax ON L1 S 3S9 www. a i ax. ca Re: Better Local Government Act, 2018 and Notwithstanding Clause Please be advised that the following resolution was endorsed by Ajax Town Council at its Meeting held September 17, 2018: WHEREAS the Town of Ajax believes strongly in the right to freedom of expression for all persons in Canada, and the right of all Canadian citizens to vote as enshrined in the Canadian Charter of Rights and Freedoms; AND WHEREAS the Town of Ajax remains committed to effective representation for all voters, DQG:EHaf4+JAN3A2 OBLEZYP EClFLSDWkMWEDIP DMJlEJ RYH-CP HUVDSDEO of self - governance and establishing effective representation for their own constituents; AND WHEREAS the Ontario Superior Court of Justice has ruled that Bill 5, Better Local GovernmentAct, 2018, reducing the number of councillors to be elected and the size and shape of wards in the City of Toronto infringes upon the Charter -protected rights of voters and FDQaGD\MV CQ7 B : FLSDCDQGA/F F0_G+EFZUL AND WHEREAS the Province of Ontario has invoked section 33 of the Constitution Act, 1982, otherwise known as the notwithstanding clause 4QH:FR�LIVVS F QLD 5, curtailing the Charter -protected rights of voters and candidates in Ontario; AND WHEREAS the notwithstanding clause has never before been used in the Province of Ontario, and its use should be limited, specific, and reserved for extenuating or emergency circumstances, none of which are the case with respect to Bill 5; NOW THEREFORE Council of the Town of Ajax hereby enacts as follows: THAT Ajax Council condHP CVIQVV-IAAU;QJ \/ANH:3 LR)ICFLDC: RV-ILCP FKMSF�MDZE motivated and highly inappropriate use of section 33 of the Constitution Act, 1982, in order to curtail the rights of voters and candidates in a democratic election and interfere with the ability of municipalities to provide effective representation for their constituents; AND THAT Ajax Council strongly urges the Premier and Members of Provincial Parliament (MPPs) to reconsider invoking section 33 (notwithstanding clause) to advance Bill 5; AND THAT the Province commit to engaging and consulting with municipalities on decisions that will directly impact their residents as the mature and capable order of government they are; AND THAT this resolution be forwarded to the Prime Minister of Canada, Premier of Ontario, Mayor of the City of Toronto, FCM, AMO, all Region of Peel, York, Halton and Durham municipalities, all MPPs in Durham Region and all MPs in Durham Region. If you require any additional information please do not hesitate to contact me at 905-619-2529 ext. 3342 or alexander.harras(a)amax. ca Sincerely Alexander Harras Manager of Legislative Services/Deputy Clerk 905-619-2529 ext. 3342 alexander.harras(a-alax.ca Copy: Prime Minister of Canada Mayor of the City of Toronto Federation Canadian Municipalities Association of Municipalities of Ontario (AMO) Region of Peel Municipalities Region of York Municipalities Region of Halton Municipalities Region of Durham Municipalities Durham Region MPPs Durham Region MPs S. Parish, Mayor of Ajax R. Matheson, Senior &mmunications Officer -]Government Relations Township of V Selw� n August 15, 2018 Premier of Ontario Legislative Building Queen's Park Toronto ON M7A 1A1 Dear Premier Ford: Re: Provincial Agricultural Systems Mapping www.se Iwyntownsh i p.ca via Email The Council of the Township of Selwyn passed the following Resolution at their August 7, 2018 Council meeting. Resolution No. 2018 11153 Provincial Agricultural Systems Mapping Councillor Donna Ballantyne ❑ Councillor Gerry Herron ❑ Whereas the Provincial Liberals seem to have made rash, broad stroke decisions by implementing Agricultural Systems mapping changes with little notice and no transition period; Be it resolved that the Provincial Conservatives review the rationale and research that drove the decision to implement the new Agricultural Systems mapping that expanded prime agricultural land designations; and that the new government be urged to review and modify the severe restrictions resulting from the agricultural systems mapping; and that this Resolution be circulated to M.P.P. Dave Smith, the Association of Municipalities of Ontario (AMO) and all AMO municipalities requesting their support. Carried. Should you have any questions regarding the above -noted matter, please do not hesitate to contact the office directly. Sincerely, Carla .Mope Carla Hope, Administrative Assistant C.C. Dave Smith, MPP Association of Municipalities of Ontario All Municipalities in Ontario Mailing Address PO Box 270 County of Peterborough, Land Division Bridgenorth Ontario KOL 1H0 Tel: 705 292 9507 8 Fax: 705 292 8964 4�// VERIDIAN C O R P O R A T I O N Chief Administrative Officer Municipality of Clarington Re: Veridian Board Appointments Background 55 Taunton Road East Ajax, ON UT 3V3 Tel: 905-427-9870 Ext.: 2200 Fax: 905-619-0210 email: mangemeer@veridian.on.ca Veridian Corporation and Whitby Hydro are currently seeking approval from the Ontario Energy Board (OEB) for the amalgamation of the two organizations. It is anticipated this approval will be granted in Q1 2019 and that the new merged entity (Mergeco) will be operational by the end of Q1 2019. With the municipal elections now completed, and the end of the year approaching, we thought it timely to address the handling of director appointments for the remainder of the interim period (i.e. from now until the day that the merger closes). Current Veridian Directors UDDA9HLIGLDQ11EEQQ[ZD(13-IQHLDC0 HH\UQJ ED -G11iQEl1QH I❑ shareholders passed a resolution electing the directors of Veridian Corporation for a term expiring on December 31, 2018 or until their respective successors are elected or appointed. The terms of the directors of Veridian Connections Inc. and Veridian Energy Inc. were similarly extended by a resolution in writing of Veridian Corporation, in its capacity as shareholder of the subsidiaries. The combination of the 20®mlH❑Z(GHIMBliNRGBU:RQMQGESIREURQVMI®-lEBusiness Corporations Act (Ontario) means that technically, no further action would be needed for the current directors to continue serving until closing of the merger. However, we do have director transition matters to address given that the recent municipal elections have resulted in required changes to certain shareholder nominee directors who are Elected Members. With respect to independent directors, so long as a municipal shareholder does not wish to make any immediate changes, no further action is necessary. However, there are transition matters to consider. We note that if a municipal shareholder wishes to see individuals other than its current independent directors put forward for the initial board of Mergeco, then such shareholder should consider making such change to its independent nominees now, prior to the merger taking effect. However if a change is contemplated, the Mergeco EZDIHE Rff,H11M IHHP HQV®E1F ❑3ALH DLHE R(GHU UkHE RE G DVIAG to sign as laid out in the Merger Participation Agreement, requires that the individual must have previously served as a director of Veridian to be eligible to serve on the initial Mergeco board. The power to make your community better. Veridian Connections is a wholly asubsidiary of Veridian Corporation It is in this light that we request you kindly provide to Veridian Corporation the confirmations described below. Note: We defer to each municipal shareholder as to whether it must pass a council resolution in respect of any of the requested confirmations, or whether any delegated authority is in place. Impact of Municipal Election The municipal election did not result in any required changes to the Clarington nominee GLL HFVRLLVH ® dim DULL IIS Q(B AO DERU)]R\AtMLHQVkA P/Et[IDSSRLQV®m DERUVO Designate, rather than continue to serve as director himself, no confirmations are required. Veridian Request for Extension for Independent Directors The Nominating committee believes that it is in the best interest of Veridian Corporation and Veridian Connections to maintain the composition of the current independent board members during the interim period as they have been deeply engaged in the merger process. The continuity of their leadership will be valuable for the Veridian companies up until the time the merger closes as well as for the immediate period following. For this reason we are requesting that Clarington extend the term of the current Clarington nominated independent directors (the Clarington Independents) until the closing of the merger or until their successors are elected or appointed. Requested Confirmation #2: Please confirm (a) that the terms of the current Clarington Independents are extended until the closing of the merger or until their successors are elected or appointed, or (b) whether any change to the current Clarington Independents is required. Please forward your confirmations to Veridian Corporation, to the attention of Tanya Laschuk at tlaschuk@veridian.on.ca. Once we have received the requested confirmations from each shareholder, we propose that the necessary resolution to confirm and elect the directors accordingly be passed by the shareholders in writing, a form of which we will provide in due course. Thank you for your consideration of this request. Regards, Michael Angemeer President and CEO cc City Clerk Adrian Foster Veridian Board Chair Clarington Polar Bear Swim Committee 48 Carlisle Avenue 1j AutiSMON iAtU Bowmanville, ON L1C 1W5 905-259-7291 289-675-4229 November 12, 2018 Corporation of the Municipality of Clarington 40 Temperance Street Bowmanville, ON LIC 3A6 Attention: Mayor Adrian Foster and Members of Council Re: Clarington Polar Bear Swire —January 1, 2019 The Clarington Polar Bear Swim is the first such venture in Durham Region. The 20`h annual swim will again serve as a fantastic community event. Our efforts this year will be directed towards a worthy cause related to the needs of young adults with Autism Spectrum Disorder (ASD). The fundraising this year will be allocated to the Hollylynn Towie Scholarship Fund. The purpose of the fund is to provide financial assistance directly to adults with ASD in the Durham Region who are pursuing their dreams and attending a post -secondary institution at any level within Canada. The Clarington Polar Bear Swim is organized by Hugh and Nancy Towle, parents to Hollylynn Towle, in partnership with Autism Ontario Durham Region. Itis a day of fun at the cool Newcastle Waterfront - with participants going for a "swim" in the icy waters of Lake Ontario on the first day of the year. We attract hundreds of spectators and swimmers from areas inside as well as outside the municipality and anticipate another successful event for this year. The ongoing local support and enthusiasm will undoubtedly continue for this great community event, with past participants from Scotland, Australia, United States as well as Nunavut, New Brunswick, Nova Scotia and many towns throughout the GTA and southern Ontario. For more information about the swim visit www.clarintonpolarbearswim.com. Once again, we would appreciate Council's approval for the event as well as attendance by members of Clarington Fire Hall Station #2 to ensure an Emergency Services presence at this community affair. The on-going cooperation of both the Works and EMS Departments assists in making this an extremely successful experience for everyone year after year. Our local committee invites each of you to come to the Newcastle Beach on Tuesday, January 1, 2019 to participate in the Plunge for Life as a dipper or spectator. Our entire committee wishes each of you and your families a Merry Christmas and a successful New Year in Clarington. Thank you for your consideration. Sincerely, 0(A Nancy and Hugh Towle ac I. CAZAOrAZAC CANADA'SACCREDITED-V/AQUARIUMS ET ZOOS ZOOS AND AQUARI VMS jo)Ap ACCR DIT$S DU CANADA �v October 5, 2018 Adrian Foster Mayor's Office 40 Temperance Street Bowmanville, ON L1 C 3A6 Dear Mr. Foster: On behalf of Canada's Accredited Zoos and Aquariums (CAZA), it is my responsibility to inform you that Jungle Cat World is no longer a CAZA institutional member and therefore, no longer a CAZA-accredited facility as of August 15, 2018. As per our administrative policy: • Jungle Cat World's name has been removed from CAZA's website and letterhead. • Jungle Cat World has been notified that CAZA will be informing government regulators and animal welfare agencies, other CAZA members, as well as the Association of Zoos and Aquariums (AZA) that they are no longer CAZA-accredited. • Jungle Cat World has been informed that any direct or indirect reference to CAZA accreditation must be removed from their website as well as all communications collateral. While CAZA will make every effort to inform relevant agencies about changes in the status of accredited institutions, we encourage everyone to periodically check the CAZA website (www.caza.ca) or contact CAZA for the most up-to-date information. Please do not hesitate to contact me should you have any questions about this matter. Sincerely, G�CL 4 Dr. Susan Shafer Executive Director Canada's Accredited Zoos and Aquariums cc Connecting people to nature I Tissant des liens avec la nature 880 Taylor Creek Dr., Orleans, Ontario, Canada K4A OZ9 M613-627-3779 caza.ca info@caza.ca 91 I. CAZA WAZAC CANADA'S ACCREDITED RIU NIS ET ZOOS ZOOS AND AOVARIUMSyp}& ACCREDITES DU CANADA Mr. Darren Grandel, Deputy Chief, OSPCA Hon. Michael Tibollo, Minister of Community Safety and Correctional Services Ms. Elizabeth Glibbery, Manager Animal Services, City of Toronto Ms. Kristin L. Vehrs, Principal Executive Vice President, Association of Zoos & Aquariums Mr. Doug Cress, Chief Executive Office, World Association of Zoos & Aquariums Connecting people to nature i Tissant des liens avec la nature 880 Taylor Creek Dr., Orleans, Ontario, Canada K4A 0Z9 'M 613-627-3779 caza.ca info@caza.ca 92 ORONO CEMETERY COMPANY BOX 627 ORONO, ONTARIO LOB1M0 DATE: October 15, 2018 SUBJECT: Orono Cemetery Company TO: Mayor of Clarington and Council Members Due to increasing maintenance costs, lack of volunteers and the increasing responsibility under the provincial legislation, the Board at their meeting of October 31, 2018 is requesting the transfer of the operation and maintenance of the Cemetery to the Municipality. We would be pleased to meet with staff to review and discuss at your convenience. Yours truly X106 Viola Vanderveen & Betty Lycett Secretary -Treasurer 93 Canada From: Abortion Rights Coalition of Canada Page 2 Date: August 3, 2018 � Resolution Number � -1$ RESOLUTION OF THE COUNCIL OF THE CORPORATION OF THE TOWNSHIP OF NORTH FRONTENAC Moved by: Seconded by: BE IT RESOLVED THAT Council receives the Director of Emergency Service/Fire Chief's Administrative Report entitled, "Grandfathering of Volunteer Firefighters to NFPA Standards - Update" for information purposes; AND THAT Council continue to advocate that the New Provincial Government continue to support rural fire services and provide sufficient funding to cover additional costs associated with the certification initiative; AND THAT Council defer this to the 2019 budget deliberations, as sufficient funding is required for a training program which will adequately provide the legislated training to meet the requirements of the Establishing and Regulating By-law and our Core Services; AND THAT the Clerk provide a copy of this Resolution to all Ontario Municipalities requesting support; Association of Municipalities of Ontario (AMO); Minister of Community Safety and Correctional Services and Randy Hillier, MPP. A &"D "T f i9 T C-t� (4 n tj 4 L C l -e r' 11— C le (<4 eL aht/,e P-61P6r)- t -f v cku_ P (1((0 y a � _N11ts _h0-7 E . Carried - Mjyo w �� 111 111111 � � 11111111111111111111111111111111111'111111111111'111111111 1111111111111111111'11111 17M0 m®00mm 0MI0MM 0IU0 IE0 MMMMMM? ?M 00m �00�0®000®DD�DD�C M77=7?M TO OO M ZWORflO OORW 0; MMMAMMERM MRNU NM— [d oWoW®o ®oo IMMEMMI WHEREAS concern over the quality of the Municipal Voters' List is not a new phenomenon,- AND henomenon;AND WHEREAS in 2012, the Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO) published a "Voters' List Position Paper" and since that time has been advocating for transformational changes to the way that Ontario creates and maintains the Voters' List for municipal elections; AND WHEREAS the Preliminary List of Electors which forms the Voters' List in Ontario is supplied by data from the Municipal Property Assessment Corporation (MPAC),- AND MPAC);AND WHEREAS despite the incremental changes made by MPAC, MPAC has a limited ability to fix the currency and accuracy issues that impairs the current process and the Voters' List continues to be flawed with data inaccuracies and outdated information; AND WHEREAS a transformational solution to the way that the Voters' List is created and managed is required; NOW THEREFORE BE IT RESOLVED that the Council of the Corporation of the Town of Kearney supports the re-establishment of the multi -stakeholder working group between the Ministry of Municipal Affairs, Ministry of Finance, AMCTO, MPAC and Elections Ontario in exploring and identifying ways to create and maintain the Voters' List for Municipal Elections,- AND lections,AND FURTHER Council requests an update be provided from this `Voters' List Working Group' on the transformational solutions being discussed; AND FURTHER that this resolution be circulated to all Ontario Municipalities for their consideration and support. OO OOMO o 0 MMMIn MW om® ??m® Senior Office Assistant Town of Kearney Ph# (705) 636-7752 Fax (705) 636-0527 MM 97 MM MMmm 111111111PZA 2018 09 19 0 s < 6�...1. BOWMANVILLE BUSINESS CENTRE Mrs. Anne Greentree Municipal Clerk Municipality of Clarington 40 Temperance Street Bowmanville, Ontario L1C 3A6 Dear Mrs. Greentree P.O. BOX 365 BOWMANVILLB, ONT. L1 C 3L1 The Board has instructed me to request the newly elected Council, in the Spirit of the season, to grant, the bagging of the parking meters in the BIA for the entire month of December, to facilitate Christmas shopping in the Downtown. On a separate matter the Board has also asked if you could arrange for Duncan Anderson, the Chief By-law Officer, to attend a Board meeting to discuss the general use of the off-street parking lots. If you have any questions concerning these requests, my telephone number is 905-623-2997. Yours very truly 0 Garth Gilpin Secretary -Treasurer Moyle Parkette Ptqyground 449grade Petition The playground/parkette at the foot of Moyse Drive in Courtice is outdated, and unsafe for younger children. We feel that the demographic of this area has changed enough to warrant an upgrade for the many children living in this neighborhood. Currently the closest playground is in the newer subdivision off of Harry Gay Drive, which is quite far for our little ones to walk. There is more than enough space at the Moyse Parkette for a beautiful playground, splash pad and even a small parking lot. We, as a community are standing together requesting that this be investigated further. Our neighborhood is not brand new, but our children deserve the same privileges children in newer subdivisions get. Please feel free to contact me if you have any further questions. Heather Emery, Courtice ON October 30, 2018 Anne Greentree Municipal Clerk Municipality of Clarington 40 Temperance ST. Bowmanville, Ontario L1C 3A6 Dear Ms. Greentree: RE: Municipal Parking Meters On behalf of the BIA I am asking that you review the policy of the fees parking meters in the municipal parking lots charge in Bowmanville. Presently the first 2 hours are free. We are asking that is be removed immediately and the charge be adjusted to modern day pricing. Sincerely E gar Lucas BIA Chair 100 • BOWI'1'1a11V1lle ' Foundafion CHOSPITAL FOUNDATION 'Hospital November 27, 2018 Mayor Foster and Council Municipality of Clarington 40 Temperance Street Bowmanville, Ontario, LIC 3A6 Dear Mayor Foster and Council, Lakeridge Health has been in the midst of master planning to transform health care delivery in our region. Given the undeniable need to improve conditions at the Bowmanville Hospital, the Ministry of Health and Long -Term Care has approved the redevelopment of our Hospital. This expansion and renovation of the hospital will ensure we will have the health care facilities to meet the current and future needs of our residents. Bowmanville Hospital will double its current footprint and the older wings of the Hospital will be completely transformed and modernized to ensure private and immediate health care service to the residents of Clarington. The typical funding model for projects of this nature is for the Ministry of Health and Long -Term Care to provide approximately 90% of capital costs of the redevelopment. The local community needs to raise the remaining 10% of capital costs in addition to 100% of the equipment requirements. In 2014 the Bowmanville Hospital Foundation commissioned a joint feasibility study with Lakeridge Health Foundation to uncover the potential of raising funds for the same redevelopment of the Bowmanville Hospital and expansion to the Oshawa Hospital. Most of the information outlined in the original study is still relevant today. In anticipation, in 2017, the Bowmanville Hospital Foundation Board of Directors restructured its operations and developed a fundraising strategy to raise at least $25 million. The Foundation scaled back many of its event initiatives to launch a full-scale community fundraising capital campaign. Even with all the momentum from the community and the Foundation 47 Liberty Street South I Bowmanville, ON I L1C 2N4 (905) 623-3331 X 1880 1 Fax: (905) 623-40011 www.bowmanvillehospitalfoundation.com Charitable Business No. 11924 4903 RR0001 We are respectfully asking Council to consider a financial commitment of $5 million towards the redevelopment of our Hospital. This gift amount can be pledged over a period of five years or longer. Historically, it was the local community who established and built our first Hospital. Now it will take the effort of the whole community of Clarington to ensure we have the Hospital we deserve and need. With the tremendous growth that Clarington has seen recently, Bowmanville Hospital must also grow. Together we can achieve great things. We look forward to addressing council members on the merits of our request in the near future. In the interim, should Council have any questions or require additional information please contact our Foundation office at 905-623-3331 extension 1882 and speak to our Chief Executive Officer, Frank Cerisano. Sincerely, Chris Kooy Chair Kirk Kemp Vice Chair 47 Liberty Street South I Bowmanville, ON I UC 2N4 (905) 623-3331 X 1880 1 Fax: (905) 623-400 w wmanvillehos italfoundation.com Charitable Business 9 4 3 RR0001 A Canadian �a�ccr Society o n a a a oo�0000 ??0® ??FMW0 0 0 MmEr N om oomm NmMI � � ®oQ moMM 00 ®MMMUM000000 0 0o a >? M®omMMo oom 0 00 MMMM »MI oMMMME 0 ooMMMmM 00 0 103 MOMM7 MMMM M MW ? o 0 Eo 0 0IMM M»..N oom ®omF.Wo oom oom 00 -9T A Canadian Society W mm"Id MIN Mr"MAMPM. [AMMMMMMM MMMMIN [a [a INHIMMM m m MM M.? mmmmm 0 EMMM H77MMIUM? mmmlalala mmmmm 0 P"Mm mmmmm mmmmm 0 RM H m rammlara opo 000®® mmmmm 0 Mmm mrammm mmmmm M? 00000 mmmiala 0 MIMMMM rammlara MIMMMMMM mmmmm opo mmmm ME= o ??mm? 00000 lammmm Mm lammIala IMMM MMMMIN MMMMMMMIM rammlara mmmmmm MMINM mmmmm MMMMFMMM mmmmla MMMMIMM mmmm mramm mm HIM M HEM ME FVM? mm MMM ??0000 00000 m ig NINW119199IN M991991 [am MMUMIMMMMMMM ??o?? IN [a 104 MM Clarftwa PI nnin Services Planning Se ces Public Meeting Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: _. Planning and Development Committee Date of Meeting: December 10, 2018 Report Number: PSD -081-18 Resolution Number: File Number: ZBA2018-0015 By-law Number: Report Subject: Application by Kyle Roberts to amend the Zoning By-law to facilitate the creation of one additional single detached lot at 46 Lawson Road in Courtice Recommendations: 1. That Report PSD -081-18 be received; 2. That the application for rezoning ZBA2018-0015 submitted by Kyle Roberts continue to be processed, including the preparation of a subsequent report; and 3. That all interested parties listed in Report PSD -081-18 and any delegations be advised of Council's decision. 105 Municipality of Clarington Report PSD -081-18 Report Overview Page 2 Staff is seeking the public's input regarding a proposal by Kyle Roberts on behalf of Paul and Cathy Powers to amend the Zoning By-law to rezone lands from "Agricultural (A)" to allow the creation of one additional single detached lot fronting on Lawson Road. 1. Application Details 1.1. Owner: Paul and Cathy Powers 1.2. Applicant/Agent: Kyle Roberts 1.3. Proposal: Amend Zoning By-law 84-63 to rezone from "Agricultural (A)" to an appropriate zone to allow the creation of one additional lot with a frontage of approximately 26 metres. 1.4. Area: 0.2 hectares (0.51 acres) 1.5. Location: 46 Lawson Road, Courtice Part Lot 35, Concession 3, Former Township of Darlington 1.6. Roll Number: 18-17-010-100-18100 1.7. Within Built Boundary: Yes 2. Background 2.1 The proposal is to rezone the property known as 46 Lawson Road to allow the creation of one additional lot for a single detached dwelling with a frontage of approximately 26 metres (85 feet). The existing dwelling and accessory building on the retained lot are to remain. Municipal water and sewer services and available to the subject site from Lawson Road. The future lot is proposed to be serviced by a Municipal piped water system, Municipal sewage system for sewage disposal and storm sewers for storm water drainage. 2.2 Reports submitted in support of the application include: x Environmental Impact Study; X Stages 1 and 2 Archaeological Assessment; and X Site Screening Questionnaire. 106 Municipality of Clarington Report PSD -081-18 Page 3 Figure 1: Site Map 3. Land Characteristics and Surrounding Uses 3.1 The subject lands are 0.2 hectares (0.51 acres) with an existing single detached dwelling, fronting onto Lawson Road. There is a water course and wooded area directly east of the property running vertically from north to south. The property is currently used for residential purposes. 107 Subject Property ♦. 4ifO Mlp Z . J �.ri. s _ � � r •vrti ., O r,.�, a; �+ fr t ❑ a „t *# 1JJ o �. ,� ,: LAWSON ROAD D 0, W O jf WABBOKISH-COURT` D 00 ;o LU Z , r OQ Z r i W. p * 0 O , ZBA IV' I- Figure 1: Site Map 3. Land Characteristics and Surrounding Uses 3.1 The subject lands are 0.2 hectares (0.51 acres) with an existing single detached dwelling, fronting onto Lawson Road. There is a water course and wooded area directly east of the property running vertically from north to south. The property is currently used for residential purposes. 107 Municipality of Clarington Report PSD -081-18 Page 4 Figure 2: Existing Dwelling 3.2 The surrounding uses are as follows: North - Single Detached Dwellings on Large Urban Residential Lots South - Single Detached Dwellings and beyond, Harmony Creek East - Old Varcoe Road and beyond, Environmental Protected Lands and an Existing Residential Subdivision West - Single Detached Dwellings 4. Provincial Policy Provincial Policy Statement 4.1 The Provincial Policy Statement encourages the efficient use of services with cost- effective development patterns, a mix of residential dwellings and opportunities for intensification and redevelopment in accordance with provincial targets. 4.2 The proposal is consistent with the Provincial Policy Statement. Provincial Growth Plan 4.3 The Growth Plan encourages a diverse mix of land uses to create complete communities. Fifty percent of all annual residential growth shall be through intensification within the built boundaries. The proposed division of an existing property to allow the construction of an additional single detached dwelling fronting on Lawson Road is intensification within the built-up area of Courtice. 1 ' Municipality of Clarington Report PSD -081-18 4.4 The proposal conforms to the Growth Plan. 5. Official Plans Durham Region Official Plan Page 5 5.1 The Durham Region Official Plan designates the subject lands Living Area. The policies of the Plan generally promote infill and intensification. 5.2 The proposal conforms to the Durham Regional Official Plan. Clarington Official Plan 5.3 The Clarington Official Plan designates the subject property Urban Residential — Low Density. 5.4 The proposal conforms to the Clarington Official Plan. 6. Zoning By-law 6.1 The subject property is zoned "Agricultural (A)". Where the agricultural zone is used in urban areas it functions as a Holding zone. Therefore, the subject rezoning is required. 7. Summary of Background Studies Environmental Impact Study 7.1 The applicant retained Niblett Environmental Associates Inc. to prepare an Environmental Impact Study (EIS) in favour of the development proposal. 7.2 The EIS concludes that the rezoning and severance of the subject property will not have a significant impact on Harmony Creek, its associated riparian vegetation, nor the Harmony -Farewell Iroquois Beach Wetland Complex PSW. The EIS recommends a revised boundary of the Provincially Significant Wetland and that the wetland on the property be retained and no clearance or maintenance activity occur. Stage 1 and 2 Archaeological Assessment 7.3 The applicant retained York North Archaeological Services to prepare a Stage 1 and 2 Archaeological Assessment in favour of the development proposal. 7.4 Stage 1 is a background study and determined the subject property had potential for the recovery of archaeological resources of cultural heritage value. The Stage 2 assessment consisted of a Shovel Test Pit Survey. It did not result in the identification of archaeological resources. It recommended no further archaeological assessment of the property. 109 Municipality of Clarington Report PSD -081-18 Site Screening Questionnaire Page 6 7.5 The Regional Site Screening Questionnaire was completed. There were no concerns flagged for which precautions will have to be taken. 8. Public Notice and Submissions 8.1 Public notice was given by mail to each landowner within 120 metres of the subject lands on November 6, 2018. Public meeting signs were installed on the property, fronting onto Lawson Road on November 9, 2018. 8.2 At the time of finalizing this report no inquiries have been received. Figure 3: Notice of Proposed Zoning By-law Amendment 9. Agency Comments Central Lake Ontario Conservation Authority (CLOCA) 9.1 The Central Lake Ontario Conservation Authority has reviewed the application and supporting Environmental Impact Studies for the proposed development. They require additional information, including an updated Environmental Impact Study and a site visit with municipal staff and the applicant/owners prior to being able to support the approval of the rezoning application. 110 Municipality of Clarington Report PSD -081-18 The Regional Municipality of Durham Page 7 9.2 The application was circulated to Durham Planning, the Durham Regional Health Department and the Durham Regional Works Department. As per the comments received on September 17, 2018, Regional Staff have no objection to the rezoning application. 10. Departmental Comments 10.1 The Clarington Building Division, Engineering Services Department and Emergency and Fire Services Department have no objections or concerns with the application. 11. Discussion 11.1 CLOCA has requested that the Environmental consultant provide some enhancement to various sections of the Environmental Impact Study that should be addressed in a final copy of the document. Further, a site visit has been recommended with CLOCA staff, municipal staff as well as the consultant and owner to stake the top of bank in order to inform the limits of the lands. 11.2 On October 17, 2018 a status letter was sent to the applicant outlining comments received and Staffs review of the application. It further identified the need for revised supporting document. Staff are still processing the application and expect to receive a subsequent submission and conduct a site visit in due course. 11.3 The proposed infill development will utilize existing municipal services and is generally consistent with Provincial, Durham Regional and Clarington land use policies. The proposed lot for single detached dwelling would be similar to the pattern in the surrounding neighbourhood, especially along the south side of Lawson Road. 11.4 No other significant issues have been raised to date regarding this proposed Zoning By- law amendment. 12. Conclusion The purpose of this report is to provide background information on the proposed Zoning By-law amendment to allow an infill lot fronting onto Lawson Road in Courtice. The application was submitted by Kyle Roberts (on behalf of Cathy and Paul Powers) for the Public Meeting under the Planning Act. Staff will continue the processing of the application including the preparation of a subsequent report considering any public input received at this meeting. 111 Municipality of Clarington Report PSD -081-18 Page 8 Submitted by. Reviewed by: Z�A Faye Langmaid, R.P.P, FCSLA Andrew C. Allison, B. Comm, LL.B Acting Director of Planning Services Chief Administrative Officer Staff Contact: Amanda Tapp, Planner II, 905-623-3379 ext. 2420 or atapp _clarington.net The following is a list of the interested parties to be notified of Council's decision: Kyle Roberts Cathy and Paul Powers AT/CP/nl I:\^Department\Appli cation Files\ZBA-Zoning\2018\ZBA2018-0015 46 Lawson Road\Staff Report\PSD-081-18.Docx 112 Clarington Planning Services Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To:-RLWQORVWDQ3ODCMQBRSPBIBPPLWWH Date of Meeting: December 10, 2018 Report Number: PSD -082-18 Resolution: File Number: PLN 40 By-law Number: Report Subject: Release of a Proposed Draft Zoning By-law for Clarington Recommendation: 1. That Report PSD -082-18 be received for information. 113 Municipality of Clarington Report PSD -082-18 Report Overview Page 2 The Planning Services Department is undertaking a comprehensive review of Clarington's two zoning by-laws to implement the policies and goals of the revised Official Plan. This comprehensive review will result in a new, consolidated zoning by-law applicable to the entire Municipality. This report provides an update on the zoning by-law review process, a summary of key features addressed in a first draft of the proposed new zoning by-law released for public comment on November 14, 2018. It also announces the related Public Open House Session dates and locations occurring in early 2019, and introduces the next phase of ZONE Clarington focused on urban area zoning. 1. Introduction 1.1 The purpose of this report is to announce the recent release of the first draft of a proposed new Clarington Zoning By-law and the related Public Open House Sessions in early 2019. The release of the first draft represents an important milestone for the ZONE Clarington initiative. 1.2 In Clarington, two zoning by-laws are in place today. Zoning By-law 84-63, as amended, regulates the development of land between Lake Ontario and the Oak Ridges Moraine. Zoning By-law 2005-109, as amended, applies to all lands that are located on the Oak Ridges Moraine. 1.3 While Clarington's two zoning by-laws have been updated over time, a comprehensive review is necessary to implement policies and goals of the Clarington Official Plan in accordance with the Planning Act. A comprehensive review also provides the opportunity to update our zoning regulations to reflect current best practices, address new and emerging issues, and to modernize and improve its usability. 1.4 ZONE Clarington is a Municipal initiative led by the Planning Services Department with support provided by other Departments and external agencies (e.g. Conservation Authorities). ZONE Clarington seeks to review, consolidate and update (where appropriate) municipal zoning regulation into one, new, comprehensive zoning by-law that conforms with and implements the Clarington Official Plan. 2. Zoning By-law Review Process 2.1 Report PSD -060-17 presented a general work program for ZONE Clarington. In addition to a project initiation phase, the phasing of the review was divided to examine zoning for Clarington's rural areas separately from zoning for Clarington's urban areas. While the work program presented in Report PSD -060-17 planned for separate recommendations to Council for rural areas zoning and urban areas zoning, this approach has since been revised. 114 Municipality of Clarington Page 3 Report PSD -082-18 2.2 Figure 1 presents a revised ZONE Clarington general work program. As shown, a new comprehensive zoning by-law for Clarington will be recommended to Council during Phase 4 of the project. This revised approach should allow for Official Plan appeals to be addressed and any resulting zoning by-law implementation requirements to be incorporated prior to the recommendation of a final draft new Clarington Zoning By-law to Council. 12 3 4 Monitoring & Project Rural areas Urban areas Maintenance initiation zoning zoning Zoning By-law > I Create work plan Communications and engagement strategy Official PlaW Planning Act conformity analysis Key issues survey Review of layout and format We are here January 2015 Zoning issues analysis Zoning issues analysis Research Minor variance review Special exceptions analysis Information sheets for key topics Update mapping First draft Zoning By-law Public open houses Research Minor variance review Special exceptions analysis Information sheets for key topics Update mapping Second draft Zoning By-law Public open houses Third draft Zoning By-law Statutory public meeting Recommendation to Council Implementation June 2020 Continued monitoring and maintenance of the Zoning By-law Figure 1: Revised ZONE Clarington General Work Program 2.3 Figure 1 also indicates the current status of ZONE Clarington. The recent release of the first draft zoning by-law (see Section 3) and initiation of public consultation on the first draft (see Section 4) represents the final stage of the Rural Areas Phase. 3. Release of First Draft Zoning By -Law 3.1 On November 14, 2018, the first draft of Clarington's proposed new zoning by-law was released for public comment. The first draft of the proposed draft zoning by-law contains general regulations and definitions that apply to all of Clarington — both the rural and urban areas. The first draft also presents proposed zone categories and mapping for Clarington's rural area. The next phase of the project, Phase 3 Urban Areas Zoning (Figure 1), will determine the regulations, zone categories and mapping for Courtice, Bowmanville, Newcastle Village and Orono. 115 Municipality of Clarington Page 4 Report PSD -082-18 3.2 The preparation of the first draft zoning by-law represents a significant undertaking involving a review of both existing zoning by-laws in their entirety (i.e. definitions, zone categories, and regulations — general provisions, permitted uses, development standards, etc.). Aspects that work well from the existing zoning by-laws provided a basis to formulate the new proposed zoning by-law. Key features of the new proposed zoning by-law include the following: x Improved layout, organization, clarity and accessibility of the document as compared to the current zoning by-laws; x Implementation of strengthened Official Plan policy to ensure the protection of significant natural heritage and hydrological features, including the mapping of associated development setbacks in the rural area (outside of settlement areas); x Permission for secondary apartments within the Rural Residential and Agricultural zones, subject to regulations, supporting housing diversity and affordability; x Regulations to clarify what primary agricultural uses are, along with what and where agriculture -related uses are permitted; x Regulations that permit a wider range of secondary on-farm uses than allowed as -of -right today which are considered compatible with and appropriate in agricultural areas; x Creation of a rural residential zone for lots of less than 2 hectares located outside of a rural settlement area, reflecting their permitted use for a residential purpose, rather than the application of an agricultural zone; x Regulations to limit new development on lands that could be unsafe for development or alteration due to naturally occurring hazards (e.g. flood susceptibility, erosion, steep slopes); x Introduction of definitions to eliminate duplication, address interpretation issues, and reflect new regulations and trends. 3.3 The first draft zoning by-law is available on the ZONE Clarington webpage at www.clarington.net/ZoneClarington. An interactive mapping tool has also been developed that enables users to quickly and easily compare current zoning with proposed draft zoning. Copies of the first draft zoning by-law are also available to the public in all Clarington Library branches. The public is encouraged to provide comments. 116 Municipality of Clarington Report PSD -082-18 4. Public Consultation Page 5 4.1 The release of the first draft of the new proposed zoning by-law for Clarington will be followed by four Public Open House Sessions. The sessions are scheduled as follows: • Tuesday January 29, 2018 - Tyrone Hall, 2716 Concession Road 7 • Wednesday January 30, 2018 — Kendal Community Centre, 6742 Newtonville Road • Tuesday February 5, Solina Community Centre, 1964 Concession Road 6 • Wednesday February 6, 2018 — Garnet B. Rickard Recreation Complex, 2440 Highway 2. 4.2 All meetings are scheduled for 4:30 p.m. to 8:30 p.m. Staff from the Municipality and local conservation authority representatives will be available to answer questions. 4.3 Notice of the public consultation sessions will involve: • Advertisement on the ZONE Clarington webpage; • Advertisement in Clarington This Week and the Orono Times; • Advertisement through the Municipality's social media; • Direct notice sent to all interested parties; and • Posting on information boards at Municipal facilities and at local community centres, halls and other public gathering places. 4.4 The public may also provide feedback on the first draft zoning by-law through the project website, by email (sent to zoneclarington-clarington.net), or by letter sent to the Municipality (send to the attention of ZONE Clarington or Planning Services Department). 4.5 Initial consultation with the Agricultural Advisory Committee of Clarington occurred during the early stages of the Rural Areas Phase for the project. Consultation with the Committee continued in November 2018 in preparation for the release of the first draft, and more is planned for early 2019. Further, discussions with interested stakeholder groups (e.g. Building and Land Development Industry — Durham Chapter) are being planned. 5. Next Steps 5.1 Zoning issue analysis, research, minor variance and special exception reviews for the Urban Areas Zoning Phase (Phase 3) of ZONE Clarington are now underway. In addition to the consideration urban area zoning, Planning Staff will consider comments received during the current public consultation period in preparing the second draft zoning by-law for public comment. Urban Areas Zoning will also be informed by the 117 Municipality of Clarington Page 6 Report PSD -082-18 outcomes and recommendations of the various new Secondary Plans and Secondary Plan updates, currently underway. 5.2 Currently, two studies have been identified to be undertaken during the Urban Areas Zoning phase. This includes a Neighbourhood Character Study for the neighbourhood areas in Bowmanville, PSD -078-18 that are currently subject to Interim Control By-law 2018-083, and a parking study to address current parking demands, municipal best practices in parking standards, new transportation and mobility trends, and sustainability. In addition, a collaboration with the University of Waterloo School of Planning will assist ZONE Clarington to better understand the policy and legislative context, challenges and opportunities associated with the emerging trend of smaller dwelling units or "tiny home" development in Canada. 6. Concurrence Not Applicable. 7. Conclusion ZONE Clarington has reached an important milestone with the recent release of a first draft zoning by-law for public comment. Open house sessions being held in early 2019 and other consultation activities over the next few months provide an important opportunity to gather public input and inform the next draft of the new draft zoning by-law. A second draft zoning by-law that covers the entirety of the Municipality will be released following the completion of a comprehensive review of urban area zoning, regulations and mapping. 8. Strategic Plan Application Not applicable. 118 Municipality of Clarington Report PSD -082-18 Page 7 Submitted by: Reviewed by: Per: Faye Langmaid, RPP, FCSLA, Andrew C. Allison, B. Comm, LL.B Acting Director of Planning Services CAO Staff Contact: Tracey Webster, Senior Planner, 905-623-3379 ext. 2415 or twebster@clarington.net Amy Burke, Senior Planner, 905-623-3379 ext. 2423 or aburke@clarington.net List of interested parties to be notified of Council's decision is on file in the Planning Services Department. AB/tg I:\^Department\PLN Files\PLN 40 2016-2018 Zoning By -Law Review\Council Reports\PSD-082-18.Docx 119 Clarftwn Community Services Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: -RIW General Government DQ 3ODCU)Q 'HMORSPHO]Committee Date of Meeting: December 10, 2018 Report Number: CSD -010-18 Resolution: File Number: By-law Number: Report Subject: 2019 Community Event Sponsorship Requests - Fall Intake Recommendations: 1. That Report CSD -010-18 be received; 2. That Council consider all submitted sponsorship requests; and 3. That all interested parties listed in Report CSD -010-18 and any delegations be advised of Council's decision by the Department. 120 Municipality of Clarington Report CSD -010-18 Report Overview Page 2 The purpose of this report is to provide Council with a summary of the 2019 Community Event Sponsorship — Fall Intake applications for events occurring between January 1 and June 30, 2019 in order to make decisions to award funding. 1. Background 1.1 The Community Event Sponsorship Program (Attachment 1) provides an opportunity for Council to recognize and support events in our community that promote engagement and foster civic pride. The program provides financial assistance to community organizations or groups of residents that meet the eligibly criteria to a maximum of $2,000 per application. 1.2 Applications presented in this report were received through the Fall intake. The submission deadline was October 1, 2018. When developed, the Community Event Sponsorship program received a $35,000 budget which is split between the Fall and Spring intakes. $17,500 is eligible to be awarded for the Fall intake. 1.3 Eight sponsorship applications were received by the deadline. Applications totaled $16,000, which are included in this report for review and consideration. 2. Application Process 2.1 All received applications have been organized on a Master List of Applications (Attachment 2). A summary sheet providing more detail on each event (Attachment 3) has also been provided. The summaries include: a description of the event, potential benefits to approving funding for the event, a history of previous sponsorships and a financial summary of the event. 2.2 Community Services staff reviewed applications and worked with applicants who submitted incomplete information. Once applications were complete, staff reviewed applications against the eligibility criteria and listed any events that did not qualify under additional information (3.1). 2.3 Community organizations or individual groups looking to offer events requiring funding between July 1 and December 31, 2019 have been directed to submit an application under the Spring intake. This application deadline is April 1, 2019. 3. Additional Information 3.1 Applicant S19-04, Ganaraska Region Conservation Authority, is applying for funding for their 30th annual OFAH / Ganaraska Forest Centre Conservation Dinner. The event is being held at the Cobourg Lion's Community Centre in Cobourg. The Community Event Sponsorship Program may provide funding to groups or organizations to fund events that occur locally within the Municipality of Clarington or Region of Durham. Since the event for applicant S19-04 occurs outside of the Municipality of Clarington and Region 121 Municipality of Clarington Page 3 Report CSD -010-18 of Durham, staff have determined the application to be ineligible for funding based on the criteria for the Community Event Sponsorship Program. 4. Concurrence Not Applicable 5. Conclusion 5.1 The Community Event Sponsorship Program is intended to provide an opportunity for Council to assist groups and organizations in offering special events that benefit the residents of Clarington. These activities and events serve to bring community members together, connect our neighbours and foster pride in Clarington. Submitted by. Joseph P. Caruana, Director of Community Services Reviewed by: Andrew C. Allison, B. Comm, LL.B CAO Staff Contact: Lee -Ann Reck, Manager, Client Services, 905-623-3379 ext 2508 or Ireck@clarington.net List of interested parties to be notified of Council's decision is on file in the Community Services Department. 122 Attachment 1 to CSD -010-18 Clff*Mlff Community Event Sponsorship Program The Municipality of Clarington would like to assist individuals and organizations to provide opportunities for hosting special events. Such activities and events would serve to bring community members together, connect our neighbours and foster pride in Clarington. The Community Event Sponsorship Program may provide funding for community special events to a maximum of $2,000 per successful application. (Limit of one (1) successful application per applicant per calendar year.) Applicants are further encouraged to pursue other opportunities for financial support. Organizations that receive funding through the Municipality of Clarington's Community Grant Program are eligible. Organizations must be and must remain in good financial standing with the Municipality of Clarington. 1. Eligibility Criteria: Funding is available for community organizations and groups located in or providing services within Clarington to support local events. Eligible Applicants: Community Organization: duly constituted group, club, association or society providing programs and services within Clarington; and Group: two (2) or more Clarington residents who share a common purpose in providing a community event with no personal or professional gain. Organizations that receive funding through the Municipality of Clarington's Community Grant Program are eligible; however, organizations that receive funding through the annual municipal budget process are not eligible. Groups and organizations interested in applying for funding under the Community Event Sponsorship Program must submit a complete Application Form and Event Budget for Council consideration according to the following intake dates: xBy April 1 (11:59 p.m.) — for events occurring July 1 -December 31 xBy October 1 (11:59 p.m.)— for events occurring January 1 -June 30 *Applications will not be considered for events that have already occurred. The Community Event Sponsorship Program may provide funding to groups or community organizations to fund events / activities that: x Occulocally within the Municipality of Clarington or Region of Durham; 123 Community Event Sponsorship Program Offbooft xAre open to the public (i.e. event may be offered at no charge or may charge an admission fee, but cannot not be restricted to membership only); and x Are not the responsibility of another level of government. 2. Recognition: Organizations and groups receiving a Community Event Sponsorship from the Municipality of Clarington shall acknowledge and demonstrate the support of the Municipality. Demonstration of the financial contribution of the Municipality of Clarington through various means such as printed materials, social media and verbal recognition associated with these sponsored events will positively highlight the Municipality's commitment to supporting our volunteer community, engaging our citizens and connecting our resident. 124 Attachment 2 to CSD -010-18 Appl. # Organization Event Name Contact Name 2018 Receipt Request 2019 Comments 2019 Receipt Running Balance $17,500.00 S19-01 Autism Home Base Durham Inc. Sunda Supper Fundraiser y Cinema and Spp Judy Hanson $1,500.00 $2,000.00 $17,500.00 S19-02 Canadian Cancer Society Relay For Life Clarington Margaret Tweedle $2,000.00 $2,000.00 $17,500.00 Durham Architectural S19-03 Conservancy of Ontario - Doors Open Clarington Scott Story $2,000.00 $2,000.00 $17,500.00 Clarington Branch S19-04 Ganaraska Region 30th Annual OFAH/Ganaraska Forest Linda Laliberte Did not apply $2,000.00 Determined to be ineligible $17,500.00 Conservation Authority Centre Conservation Dinner (Report CSD -010-18 3.1) S19-05 Invictus Powerlifting Inc. Clarington Powerlifting Open Barry Antoniow New applicant $2,000.00 $17,500.00 S19-06 Big Brothers Big Sisters of Clarington Spring Food, Wine and Beer Festival Darlene Brown $2,000.00 $2,000.00 $17,500.00 S19-07 LTD Sports New Year Basketball Festival Bill Crowdis New applicant $2,000.00 $17,500.00 S19-08 PFLAG Canada Durham 2019 Fundraising Gala Jayme Harper New applicant $2,000.00 $17,500.00 Region 125 Attachment 3 to CSD -010-18 Municipality of Clarington Community Services Department Summary of Community Event Sponsorship Information Applicant / Organization: Autism Home Base Durham Inc. Application #: S19-01 Date Received: September 4, 2018 Contact Name: Judy Hanson Event Information Event Name: Sunday Cinema and Supper Fundraiser Event Date: Sunday, April 7, 2019 Event Location: Newcastle Community Hall Anticipated Attendance: 160 Admission Cost: $40.00 per person Sponsorship Benefits x2 event tickets xLogo displayed on table card signage and presentation screens xLogo displayed on event website xCertificate of appreciation )Member of Council or representative will have the opportunity to bring greetings at event Description of the event that the sponsorship will be used for: Autism Home Base Durham is hosting their third annual Sunday Cinema and Supper event. It is a family friendly matinee followed by a casual dinner with Silent Auction and is offered to coincide with Autism Awareness Day. Event Financial Summary: 2019 Revenue $20,300.00 Expenses $ 8,275.00 Net $12,025.00 Organization Funding History 2017 Received 2018 Received 2019 Request Did not apply $1,500.00 $2,000.00 Sunday Cinema and Supper Fundraiser 126 Attachment 3 to CSD -010-18 Municipality of Clarington Community Services Department Summary of Community Event Sponsorship Information Applicant / Organization: Canadian Cancer Society Durham Application #: S19-02 Date Received: September 11, 2018 Contact Name: Margaret Tweedle Event Information Event Name: Relay For Life Clarington Event Date: Saturday, June 22, 2019 Event Location: Clarington Central Secondary School Anticipated Attendance: 400 Admission Cost: $15.00 per participant Sponsorship Benefits • Logo displayed on event program and banners • Logo displayed on event website Description of the event that the sponsorship will be used for: The Canadian Cancer Society is hosting their annual Relay for Life Clarington event which is an eight hour fundraising activity for all ages to raise money for the Canadian Cancer Society. A portion of the requested funds would be used to offset the cost of the Municipality's mobile stage rental fee. Event Financial Summary: 2019 Revenue $74,500.00 Expenses $74,500.00 Net $ 0.00 Organization Funding History 2017 Received 2018 Received 2019 Request Did not apply $2,000.00 $2,000.00 Relay For Life Clarington 127 Attachment 3 to CSD -010-18 Municipality of Clarington Community Services Department Summary of Community Event Sponsorship Information Applicant / Organization: Architectural Conservancy of Ontario - Clarington Branch Application #: S19-03 Date Received: September 24, 2018 Contact Name: Scott Story Event Information Event Name: Doors Open Clarington Event Date: Saturday, June 8, 2019 Event Location: Bowmanville and area Anticipated Attendance: 6,000 Admission Cost: No Charge Sponsorship Benefits • Logo / name displayed at event locations • Logo / name displayed in promtional material Description of the event that the sponsorship will be used for: The Architectural Conservancy of Ontario — Clarington Branch is hosting Doors Open Clarington to publicly showcase points of interest in Clarington through awareness of history, agriculture and architecture. In 2019, the event will visit sites in Bowmanville and area. Event Financial Summary: 2019 Revenue $ 5,500.00 Expenses $12,270.00 Net $ 6,770.00 Organization Funding History 2017 Received 2018 Received 2019 Request $2,000.00 $2,000.00 $2,000.00 Doors Open Clarington 128 Attachment 3 to CSD -010-18 Municipality of Clarington Community Services Department Summary of Community Event Sponsorship Information Applicant / Organization: Ganaraska Region Conservation Authority Application #: S19-04 Date Received: September 26, 2018 Contact Name: Linda Laliberte Event Information Event Name: 30th Annual OFAH/Ganaraska Forest Centre Conservation Dinner Event Date: Saturday, April 13, 2019 Event Location: Cobourg Lion's Community Centre Anticipated Attendance: 300 Admission Cost: $75.00 per person Sponsorship Benefits • Logo / name displayed in event program and signage • Verbal recognition at event Description of the event that the sponsorship will be used for: The 30th annual OFAH (Ontario Federation of Anglers and Hunters) / Ganaraska Forest Centre's Conservation dinner is an evening of live and silent auctions, raffles, door prizes and dinner in support of the outdoor education program at the Ganaraska Forest Centre. Event Financial Summary: 2019 Revenue $48,808.90 Expenses $25,098.52 Net $23,710.38 Organization Funding History 2017 Received 1 2018 Received 2019 Request Did not apply $2,000.00 30th Annual OFAH / Ganaraska Forest Centre Conservation Dinner 129 Attachment 3 to CSD -010-18 Municipality of Clarington Community Services Department Summary of Community Event Sponsorship Information Applicant/ Organization: Invictus Powerlifting Inc. Application #: S19-05 Date Received: September 27, 2018 Contact Name: Barry Antoniow Event Information Event Name: Clarington Powerlifting Open Event Date: May 31 - June 2, 2019 Event Location: Rickard Complex Anticipated Attendance: 300 Admission Cost: $5.00 per adult Children under 14, no charge Sponsorship Benefits • 10 event tickets • Opportunity to present awards at the end of the competition • Logo engraved on best lifter awards • Full page advertisement in event program • Opportunity to display banner or signage at the event Description of the event that the sponsorship will be used for: Invictus Powerlifting Inc. is committed to making a positive impact on the sport of Powerlifting and Bench Press. Its standards of excellence and professionally supported education, coaching, training and competition assists able bodied and athletes with disabilities in achieving their highest potential. The Clarington Powerlifting Open is a competition that supports local athletes as well as draws athletes to the community. Event Financial Summary: 2019 Revenue $6,170.00 Expenses $5,781.90 Net $ 388.10 Organization Funding History 2017 Received 1 2018 Received 2019 Request Did not apply $2,000.00 Clarington Powerlifting Open 130 Attachment 3 to CSD -010-18 Municipality of Clarington Community Services Department Summary of Community Event Sponsorship Information Applicant / Organization: Big Brothers Big Sisters of Clarington Application #: S19-06 Date Received: October 1, 2018 Contact Name: Darlene Brown Event Information Event Name: Spring Food, Wine and Beer Festival Event Date: Saturday, June 1, 2019 Event Location: Newcastle Community Hall and Gardens Anticipated Attendance: 400 Admission Cost: $10.00 Sponsorship Benefits • 20 complimentary event tickets • Logo / name displayed on event promotional material and event signage • Logo / name displayed on event website and social media • Event day recognition at venue • Recognition in post event material Description of the event that the sponsorship will be used for: Big Brothers Big Sisters of Clarington's Spring Food Wine and Beer Festival highlights local cuisine wines and craft beer, while at the same time providing a highly anticipated social experience for our guests and raising much needed funds for our children's mentoring programs. Event Financial Summary: 2019 Revenue $16,000.00 Expenses $ 4,500.00 Net $11,500.00 Organization Funding History 2017 Received 2018 Received 2019 Request $2,000.00 $2,000.00 $2,000.00 Spring Food, Wine and Beer Festival 131 Attachment 3 to CSD -010-18 Municipality of Clarington Community Services Department Summary of Community Event Sponsorship Information Applicant / Organization: LTD Sports Application #: S19-07 Date Received: October 1, 2018 Contact Name: Bill Crowdis Event Information Event Name: New Year Basketball Festival Event Date: January 2-6, 2019 Event Location: St. Stephen's Secondary School Anticipated Attendance: 250 Admission Cost: $50 - $100 per person Sponsorship Benefits • Opportunity to display signage and host a table at the event • Logo displayed in promotional material • Recognition on website, social media and other online activities leading up to the event Description of the event that the sponsorship will be used for: Long Term Development (LTD) Sports assists in the long term development of athletes and are offering a New Year Basketball Fesitval which includes camps, events, clinics and coaching development. Event Financial Summary: 2019 Revenue $3,000.00 Expenses $6,000.00 Net ($3,000.00) Organization Funding History 2017 Received 2018 Received 2019 Request Did not apply $2,000.00 New Year Basketball Festival 132 Attachment 3 to CSD -010-18 Municipality of Clarington Community Services Department Summary of Community Event Sponsorship Information Applicant / Organization: PFLAG Canada Durham Region Application #: S19-08 Date Received: October 1, 2018 Contact Name: Jayme Harper Event Information Event Name: 2019 Annual Fundraising Gala Event Date: Saturday, March 23, 2019 Event Location: Garnet B. Rickard Recreation Complex Anticipated Attendance: 250-280 Admission Cost: $680 per table Sponsorship Benefits • Tickets to the event • Recognition on event poster, social media • Verbal recognition at the event Description of the event that the sponsorship will be used for: PFLAG Canada Durham Region is hosting their annual fundraising gala dinner and show to support their organization. PFLAG Canada Durham Region supports all persons within their reach with their journeys through gender identity, gender expression and sexual orientation. They seek to provide education and resources to the greater Durham community to help encourage inclusion, diversity and equity. Event Financial Summary: 2019 Revenue $26,300.00 Expenses $20,100.00 Net $ 6,200.00 Organization Funding History 2017 Received 2018 Received 2019 Request Did not apply $2,000.00 2019 Annual Fundraising Gala 133 Clarftwn Clerk's Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To:-RLTkneral Gov ernment DQ3ODCRQHYHORSPHO/ Committee Date of Meeting: December 10, 2018 Report Number: CLD -020-18 Resolution: File Number: By-law Number: Report Subject: 2018 Municipal Elections Accessibility Report Recommendations: 1. That Report CLD -020-18 be received for information; 2. That a copy of Report CLD -020-18 be placed on the municipal website; and 3. That a copy of Report CLD -020-18 be forwarded to Elections Ontario, Elections Canada, and the Ministry of Municipal Affairs and Housing. 134 Municipality of Clarington Page 2 Report CLD -020-18 Report Overview This report is intended to provide information for Council regarding Clarington's 2018 Municipal Elections, specifically as it pertains to initiatives that were incorporated into the electoral process to provide greater accessibility and inclusivity for Clarington electors. 1. Background In the fall of 2017, Council received Report CLD -020-17, which outlined Clarington's 2018 Municipal Elections accessibility plan in accordance with the Municipal Elections Act, 1996 (MEA). The following is an excerpt from the MEA: 12.1 (1) A clerk who is responsible for conducting an election shall have regard to the needs of electors and candidates with disabilities. 12.1 (2) The clerk shall prepare a plan regarding the identification, removal and prevention of barriers that affect electors and candidates with disabilities and shall make the plan available to the public before voting day in a regular election. 12.1 (3) Within 90 days after voting day in a regular election, the clerk shall prepare a report about the identification, removal and prevention of barriers that affect electors and candidates with disabilities and shall make the report available to the public. The Act also empowers the Clerk to make changes to some, or all, ballots, as she considers necessary or desirable, to allow electors with visual impairments to vote. Additionally, the Act states that the Clerk shall ensure that each voting location is accessible to electors with disabilities. Staff provide the following report as information only, in accordance with the MEA. Based on 2018 electoral data, there were 65,373 eligible electors in the Municipality of Clarington. There were also 476 eligible electors over the age of 90. According to Statistics Canada, there are approximately 16.6% of Canadians over the age of 15 who have some sort of disability. Therefore, we estimated that 10,851 eligible electors are limited in their abilities, whether it be vision, hearing, mobility, speech, mental health, or learning. Clarington's 2018 Municipal Elections were conducted in a similar manner to the 2014 Municipal Elections in that there were voting locations and traditional paper ballots, which were counted through the use of vote tabulators. 135 Municipality of Clarington Page 3 Report CLD -020-18 2. Election To ensure dignity, integration, independence, and fairness, and provide an equal opportunity for all of our Clarington electors, the Clerk's Department undertook several initiatives during the 2018 Clarington Municipal Elections. Attachment 1 details these initiatives. You will note that they are very similar to the initiatives reported on following the 2014 Municipal Elections, with the addition of a few new ones. The 2018 main initiatives are highlighted below: x All voting locations were physically accessible. x The Municipal Clerk met with school board officials to address barriers related to utilizing schools as voting places, including parking. x Electronic audio/tactile voting assistive devices were provided during all five of our advance voting days. x Clarington's election website www.clarington.net/election was fully accessible and included a "Browse Aloud" feature. x Election Official mandatory training included Accessible Customer Service content. x Electors, who are physically incapacitated, or are away from the area on Voting Day, or who are working as an Election Official, had the opportunity to use the Special Mail -In Ballot method to vote. The Special Mail -in Ballot method allowed eligible voters to mark their ballot at home and mail, or deliver, the ballot to the Clerk's Department. x An approach to communications, website, etc. that makes election information more accessible for all voters. This included a new video that showed electors How to Vote in Clarington's Municipal Election. The Clerk's Department will continue to learn, develop and adjust our approaches to meet the needs of electors with disabilities. 3. Concurrence Not Applicable 136 Municipality of Clarington Page 4 Report CLD -020-18 4. Conclusion We are confident that the accessibility initiatives undertaken by the Clerk's Department for Clarington's 2018 Municipal Elections met and exceeded the needs within our community. Staff will continue to monitor the technologies and processes of conducting elections and will continue to receive feedback from our electors, to ensure that our 2022 Municipal Election process will ensure dignity, integration, independence, and fairness, and provide an equal opportunity for all of Clarington's electors. Submitted by: Reviewed by: fin. Gr entree, B.A., CMO, Andrew C. Allison, B. Comm, LL.B nVG4rentree, B.A., CMO, Municipal Clerk CAO Staff Contact: Andrea Nicholson, Accessibility Coordinator (Temporary), 905-623-3379 extension 2131 or anicholson@clarington.net Attachments: Attachment 1 —Accessibility Initiatives Details The following is a list of the interested parties to be notified of Council's decision. Stephane Perrault, Chief Electoral Officer, Elections Canada Greg Essensa, Chief Electoral Officer, Elections Ontario Diane Ploss, Municipal Advisor, Ministry of Municipal Affairs and Housing 137 Attachment 1 Report CLD -020-18 Accessibility Initiatives Details Identification of Barriers Staff took the following actions to identify barriers that affect electors and candidates with disabilities: Action number Action Details / Key Learnings / Vision for 2022 1. Accessibility Advisory Committee The Committee appreciated the reviewed and provided input on opportunity to review the 2018 our election accessibility Clarington Elections Accessibility Plan initiatives. and endorsed the Plan as presented. Would consider taking similar action in 2022. 2. Updated and used an The checklist proved useful as a guide accessibility checklist for election to ensure all features of the location staff to use when conducting site were inspected. visits of each voting location. This information was maintained Information was entered into election in our electronic elections management software, for ease of use. management software. The checklist documented the One school location, without the accessibility of parking, paths of permission from the Municipal Clerk, travel, lighting, entranceway, chose an alternate entrance for voting ramps, elevators, public transit area access (e.g. school gymnasium and visibility of facility name and entrance) to avoid electors meandering address. The Municipal Clerk through the school hallways. This met with school board officials to change in entrance, however, address barriers within schools compromised the accessibility of the being used as voting locations. entrance to electors. This deficiently was rectified partway through voting day, when the barrier -free main entrance of the school became the voting location entrance. Would consider taking similar action in 2022 with some modifications of the form, or utilizing a more robust ranking system. Would consider appealing to the School Boards again to schedule a PA day for Voting Day as was done in the Durham and York Region Boards. Page 1 of 22 138 Attachment 1 Report CLD -020-18 Action Action Details / Key Learnings / Vision for number 2022 3. Assessed voting processes and It is challenging to envision the needs procedures to ensure they met of all electors, however general the needs of the electorate. feedback regarding barriers from Clarington residents, Clarington's Accessibility Advisory Committee and Clarington's Accessibility Coordinator informed the 2018 voting processes and procedures. Would consider taking similar action in 2022. 4. Communicated with staff from It was valuable to share knowledge and various municipalities throughout experience. Ontario and other parts of Canada to seek input on barriers Would consider taking similar action in they have identified. 2022. 5. Sought input from Clarington's The input provided greater insight into Accessibility Coordinator. existing barriers, measures to remove barriers and accommodations for electors, candidates and election officials (especially in preparation of election worker training program). Would consider taking similar action in 2022. 6. Sought input from the CNIB and The input provided greater insight other organizations, where regarding the barriers to voting and the applicable, on how to decrease needs of individuals with different types barriers to voting. of disabilities and strategies to improve access. Would consider taking similar action in 2022. Page 2 of 22 139 Attachment 1 Report CLD -020-18 Removal and Prevention of Barriers Staff took the following actions to remove and prevent barriers that affect electors and candidates with disabilities. Communications and Information Action number Action Details / Key Learnings / Vision for 2022 1. Ensured communication All election forms and materials were initiatives and information for created in accessible formats. candidates and electors were available in alternate formats Each candidate was provided with a (hardcopy, website, videos, hardcopy of the candidate information emailed files, where applicable) package. Additionally these materials free of charge. were also posted on the website and offered in electronic format. Correspondence containing voters' lists and advanced voting participation were provided to candidates in an electronic format. Consideration will be given to continue to move towards more electronic communications (perhaps a candidate portal) in 2022 to minimize costs and expedite delivery. Page 3 of 22 Attachment 1 Report CLD -020-18 Action number Action Details / Key Learnings / Vision for 2022 2. Posted all election information to The 2018 VotesMatter(ab_Clarington.net Municipality's website: website design was updated and VotesMatter(a�Clarington.net. enabled electors and candidates of all The website is compliant with abilities to access election information. the World Wide Web Consortium Online tools including Voter Registration, (W3C) Level AA World Content °°Am I on the List?", and "Where do I Accessible Guidelines (WCAG) Vote?" were offered, reducing wait times 2.0 and contains a free web at the voting place. Electors could also page reader to assist individuals check online to find their voting place who have difficulty reading location. This tool provided the voting online (i.e. Browse Aloud). This place address and included a map level of website accessibility feature, which enabled electors to incorporates tools and design visually locate their voting place. elements to ensure accessibility. For example, text alternatives for This was this first time the online voter any non -text content was registration was provided by Clarington. provided so that the content Usage Statistics for the Online Tools: could be converted into other forms that people may need x Am I on the List? = 2094 (e.g. audio format). x Voter Registrations = 554 x Where do I Vote? = 3572 Would consider taking similar action in 2022. Page 4 of 22 141 Attachment 1 Report CLD -020-18 Action number Action Details / Key Learnings / Vision for 2022 3. Accessible elections information Statistics indicate that, during the period was posted on the website in between September 1, 2018 and clear simple language, including, October 31, 2018, our election site had but not limited to, the following 100,500 page views. This is an increase information: of over 120% from the same period in 2014. x Voting process x Voting locations Of the 100,500 page views, 25,700 were x Transit information for the display page where election x Parking results were posted. x Special Voting Locations Would consider taking similar action in x Voting Tools 2022' x Proxy Voting x Special Mail -in Ballots x Special Voting Locations at Long Term Care Facilities x Personal Assistance x Distribution of election information in alternative formats x Disruption of services x Feedback x Accessible Elections Policies and Procedures x Election Results Page 5 of 22 142 Attachment 1 Report CLD -020-18 Action number Action Details / Key Learnings / Vision for 2022 4. Provided a copy of and links to a The guide provided important "Candidates Guide to Accessible information to ensure that candidates Elections", produced jointly by were aware of accessibility legislation the Association of Municipal and that candidates take measures to Managers, Clerks and insure that: Treasurers of Ontario and the Province. x campaign information is provided in accessible formats, x customer service practices take different disabilities into consideration, x people with disabilities can access campaign offices, and x candidates are aware of the barriers faced by people with disabilities. Would consider taking similar action in 2022. 5. Solicited feedback on The Accessibility Feedback Form was accessibility initiatives through available online and provided at all our elections web page and by voting locations. The form was designed way of manual form at each of to allow the elector to evaluate whether the voting locations, utilizing the their accessibility needs were met and "Municipal Elections Accessibility whether they faced any barriers Feedback Form." accessing the voting area. We received minimal response (3 responses) however it is still felt that this is a valuable communication tool. Only one of the forms referenced an accessibility issue. Would consider taking similar action in 2022. Page 6 of 22 143 Attachment 1 Report CLD -020-18 Action Action Details / Key Learnings / Vision for number 2022 6.. Provided "Customer Service Although feedback was minimal (3 Feedback Forms" at all voting responses), and none of the responses locations. For electors, the form reported accessibility issues, it is critical allowed for the identifications of that we promote feedback from our any elector concern, and an area electors. to specify if the concern was accessibility related. For Would consider taking similar action in election officials, the form 2022• allowed for documentation of any action taken to address the elector's concern. 7. Ensured that note pads and Election officials utilized note pads and pens were available at all voting pens as communication tools. locations to assist in communicating with electors Would consider taking similar action in who are deaf, deafened, or hard 2022. of hearing. 8. Publicized the following Although we did not receive any communication channels so that accessibility concerns via the contact any elector with election information that was publicized, it is still accessibility concerns could felt that it is valuable action as it provides readily contact the Municipal an additional option for electors of all Clerk's Department Staff: abilities to provide feedback. Phone: 905-623-3379 ext. 8683 Would consider taking similar action in (VOTE) 2022 Email: mailto:ClaringtonMunicipalElecti on ,clarington.net (which is an email monitored by more than one staff member) Page 7 of 22 144 Attachment 1 Report CLD -020-18 Action number Action Details / Key Learnings / Vision for 2022 9. Followed the Canadian National Each voting location was supplied with a Institute for the Blind (CNIB) variety of signs. Signs met the CNIB clear print guidelines and clear print guidelines and signage signage guidelines for signs and guidelines. other print materials. This Feedback from elections officials included posting signs and confirmed the appropriateness and materials at eye level and usefulness of the signs. without obstructions (e.g. tables) to allow the person to get closer Would consider taking similar action in or use a magnifier. 2022• 10. Voter Notification Cards (VNC) Voter Notification Cards (VNC) were were sent to each household created in an accessible format and where there was an eligible distributed to each household. elector listed on the voters' list. Would consider taking similar action in In addition to other election- 2022 related information, such as the date and time of the election, the VNC informed electors that all voting locations will be accessible as well informing them that assistive devices will be available at the advanced voting opportunities. Page 8 of 22 145 Attachment 1 Report CLD -020-18 Action number Action Details / Key Learnings / Vision for 2022 11. In the event there were There were no disruptions to service or disruptions to service or unforeseen circumstance that affected unforeseen circumstances that the accessibility of voting during the affect the accessibility of voting 2018 elections, therefore, there were no locations during the advance notices posted or media advisories vote or on voting day, notices of issued regarding disruptions. disruption, including information regarding the nature of service, It is important that a plan is in place to the reason, the expected length notify electors should a disruption occur, of disruption, and alternatives, therefore we would consider taking would have been posted in real similar action in 2022. time: x On the Municipality's website x On Facebook x On Twitter x At the site of the disruption x At the Municipal Administration Centre located at 40 Temperance Street, Bowmanville Where applicable, a media advisory would have been issued. 12. All presentations (e.g. One voting location was used for training PowerPoint presentations) were election officials. Training presentations in conformity with the met Clarington's Presentation Municipality of Clarington's Guidelines. Presentation Guidelines. It was noted that projection screens at the training location were small for the size of the room. Would consider taking similar action in 2022 and if the same location is used, create presentations using a larger text size. Page 9 of 22 146 Attachment 1 Report CLD -020-18 Voting Locations Action number Action Details / Key Learnings / Vision for 2022 1. Voting place supervisors were In response to findings of our initial provided a list of location -specific voting place inspections, a list of special instructions to improve instructions was created for each accessibility of the location. location requiring any special set-up. This list was supplied to the election officials to ensure the needs were addressed on voting day. While built accessible features are important, location and proximity to the electors is also important. That said, however, financial constraints of school boards and local hall boards create challenges when trying to address built deficiencies such as ramps, power - assisted door operators, door openings, etc. Would consider taking similar action in 2022 Page 10 of 22 147 Attachment 1 Report CLD -020-18 Action number Action Details / Key Learnings / Vision for 2022 2. Election officials conducted One election official at each voting continuous hourly accessibility place was assigned the responsibility of inspections. The inspections ensuring the initial set-up of the voting were documented on the location met our customer service "Continuous Accessibility Audit standards. In addition, the assigned Form". The form documented the election official conducted hourly facility exterior (accessible inspections throughout the voting parking, barrier -free path of location to ensure the location remained travel), facility entrance (ramp free from barriers. The inspections safety, door access), pathway were documented on the Continuous from entrance to voting area Accessibility Audit Form along with any (path width, surface, rest areas, deficiencies and actions taken to obstructions), equipment address any deficiencies. (marking tools, raised table), and campaign literature (exterior, path The task was easily executed and only of travel, voting area and a few barriers were noted, which were compartment free from campaign remedied on site. materials). One election official noted that the design of the ramp at one voting place entrance made it difficult for electors to independently open the door while using the ramp. Would consider taking similar action in 2022. Page 11 of 22 Attachment 1 Report CLD -020-18 Action number Action Details / Key Learnings / Vision for 2022 3. Table lifts were utilized at each To accommodate the needs of any voting location to accommodate electors using larger wheelchairs, the needs of any elector utilizing scooters, and other mobility devices, a scooter, wheelchair or other wooden/ABS pipe lifts were provided mobility device. and deployed in each voting location to provide a raised work table. This accommodation was easy, relatively inexpensive, and well used by many electors. Many electors without mobility devices also chose to vote at the raised table, where it was easier to vote in a standing position. The ABS pipe lifts were favorable for tables with legs that had a 90° bend approximately 15 cm from the floor, while the wooden lifts were favorable to for tables with legs with a greater angle and bend further from the floor. Would consider taking similar action in 2022 and, where possible, note the table type upon inspection to ensure the most appropriate lifts are supplied for each voting location. Consideration will be given to improving the usability of the ABS pipe lifts. 4. Provided appropriate signage at Each voting location was supplied with voting locations. a variety of signs to direct electors to the voting place and voting area. Signs were posted at the roadside, front entrance, along hallways, and inside the voting area. Where required, additional signs were provided. Feedback from election officials confirmed the appropriateness and usefulness of the signs although some indicated that additional signage would be useful. Would consider taking similar action in 2022. Page 12 of 22 149 Attachment 1 Report CLD -020-18 Action number Action Details / Key Learnings / Vision for 2022 5. Ensured a minimum of two Each voting location had a minimum of designated or reserved parking two designated accessible parking spaces were available at each spaces. In some voting locations, voting location for persons with existing accessible parking was located disabilities. near a main building entrance (e.g. school main entrance), however, an alternate entrance was chosen for voting area access (e.g. school gymnasium entrance when the voting area was in the gymnasium) to minimize walking distances through the school hallways. Therefore, where possible, accessible parking spaces were designated with temporary signage and located nearest to the election entrance to ensure the shortest path of travel from the accessible parking spaces to the voting area. In some school locations, the number of standard parking spaces was not adequate throughout voting day. As a result, some electors had to park on the street, which increased the walking distance to the voting place entrance. Election officials at one voting place noted that, for electors that are elderly or have physical disabilities, improvements could be made to minimize the distance between the voting place entrance and the voting area. This particular location will be reviewed for 2022 in light of this comment. Would consider taking similar action in 2022. Page 13 of 22 150 Attachment 1 Report CLD -020-18 Action number Action Details / Key Learnings / Vision for 2022 6. Provided a sufficient number of To minimize the distance travelled by voting locations throughout the electors to attend their respective voting Municipality on voting day and location, 33 voting locations were during the advance voting period designated throughout the Municipality. to limit travel distances. Despite these accommodations, there were a few electors who expressed concerns that they were not voting at their "usual" voting location. For clarity, their "usual" would most likely have been the location that they voted at during the Provincial Election that was held earlier in the year. During the advance voting period (being 5 days), four voting locations were designated centrally throughout the four wards. Electors from any ward could vote at any advance voting location. In 2018, 2804 electors voted during advance voting which is slightly lower than 2866 electors in 2014. The voting location in Ward 3 received the fewest number of electors during advance voting. Would consider maintaining the number of regular voting locations for the advance voting in 2022. The number of advance voting locations will be reviewed for the 2022 election. 7. Where possible, voting locations Where possible, voting locations were were selected to provide easy selected to ensure easy access public access to public transportation. transit stops. Given the geographic landscape of Clarington, public transportation is not a viable option in many of the more rural areas. No feedback was received regarding use of public transportation to travel to the voting location. Would consider taking similar action in 2022. Page 14 of 22 151 Attachment 1 Report CLD -020-18 Action number Action Details / Key Learnings / Vision for 2022 8. The access doors were checked An election official (Greeter) was frequently be election officials to assigned to work at each voting location offer assistance to electors and, to greet electors and provide any where the entrance to the voting assistance to electors upon entering the location was not within the voting place. Where the voting place immediate vicinity of the voting entry doors did not have a power - location, additional election assisted door operator, or where the officials were assigned to the entrance to the voting place was not doors to provide assistance. within the immediate vicinity of the voting area, additional election officials were assigned to them. These additional officials opened the doors for the electors and provided assistance (verbal or otherwise) to all electors to ensure easy access to, and within, the voting place. Due to the large volume of voters, at particular times, during advance voting, we will be considering adding an additional Election Official to act as a greeter in 2022. One location reported that "Accessibility needs to be improved. The middle bar of the door was removed so that mobility aids could enter but then it was left with a tripping hazard which a pylon was put there to warn but it too was a tripping hazard." This particular location will be reviewed for 2022 in light of this comment. Page 15 of 22 152 Action number 9. fits] 11 Action Any person with a disability accompanied by a support person or service animal was welcome to enter any voting location with his or her support person or service animal, including the voting compartment areas. Ensured that there was adequate lighting, especially in the voting compartment areas. When selecting voting locations, staff strove to have a seamless process from curb to ballot for voters, with a particular emphasis on the process for voters with a visual or mobility impairment. 153 Attachment 1 Report CLD -020-18 Details / Key Learnings / Vision for 2022 Many electors with disabilities utilized support persons and service animals to access the voting area. Where an elector required assistance from a support person to mark the ballot, the election official administered the Oral Oath of Secrecy to the support person. Election officials also acted as support persons and provided assistance to electors, when requested by the elector. Would consider taking similar action in 2022. Adequate lighting is important for electors with vision loss. Portable lights were used, where needed, to increase lighting levels. Would consider taking similar action in 2022. Staff considered many factors, including distance from curb to ballot, an easy to navigate barrier -free path of travel, a place for adequate signage and ease of navigation within the Voting Area. Would consider taking similar action in 2022. Page 16 of 22 Attachment 1 Report CLD -020-18 Voting Action number Action Details / Key Learnings / Vision for 2022 1. A Special Mail -in Ballot option 38 electors requested a Special Mail -in was made available — where the Ballot; 3 were denied due to lack of elector can request a mail -in eligibility. ballot package. 29 electors voted using the Special Mail - in Ballot Would consider taking similar action in 2022. 2. Provided an accessible assistive One advance voting location, on each of voting device (audio/tactile the five advance voting days, was interface device) at all five supplied with an assistive voting device. advance voting days, at one The device enables an elector with visual, advanced voting location on mobility and/or dexterity limitations to each of the five advance voting independently cast a ballot through an days. audio/tactile interface. Election officials were thoroughly trained on the accessible assistive voting device (hands-on) and were prepared to provide the elector with the necessary instructions to utilize the equipment. While the availability of the equipment was advertised through our election website, the local newspapers and notices mailed to every household, we did not have any electors who took advantage of the assistive voting equipment. Would consider taking similar action in 2022 as it provides electors with disabilities the opportunity for independent voting. Page 17 of 22 154 Attachment 1 Report CLD -020-18 Action Action Details / Key Learnings / Vision for number 2022 3. Provided a "vote anywhere in To accommodate the needs and the Municipality" option on schedules of our electors, a "vote advance voting days. anywhere" option was available in that our electors were eligible to vote at any of the 11 advance voting opportunities Would consider taking similar action in 2022. 4. In accordance with the 166 voters voted at these special voting requirements of the Municipal locations. Elections Act, we provided (reduced hours) on-site voting We also extended the opportunity to vote for the residents of: at the Seasons Retirement Community to the owners of units within the Seasons x Whitecliffe Terrace condominiums, who share some facilities. Retirement Residence x Glen Hill Marnwood Would consider taking similar action in x Fosterbrooke Long -Term 2022• Care Facility x Glen Hill Strathaven x Seasons Clarington Retirement Community x Lakeridge Health Bowmanville x Bowmanville Creek Retirement Community 5. In cases where an elector is Proxy voting was available to all eligible unable to attend a voting electors. This method involves the voter location, the elector was appointing another eligible voter to "vote permitted to appoint another by proxy" at the voting location. Thirteen person to act on their behalf (i.e. eligible voters applied to use this method. proxy voting). Would consider taking similar action in 2022. Page 18 of 22 155 Attachment 1 Report CLD -020-18 Action Action Details / Key Learnings / Vision for number 2022 6. Provided magnifying sheets and Magnifying sheets and large print images large print images of ballots at of ballots were used at all voting all voting locations. locations. One elector's family member reported appreciation for the magnifying sheets as the elector was able to vote independently when using the combination of the large print image of the ballot and the magnifying sheet together. Would consider taking similar action in 2022. 7. Provided a variety of marking Would consider taking similar action in tools (e.g. wide grip markers, 2022. narrow grip markers, pens, etc.) at all voting locations on voting day and on advanced voting days. 8. Use, as practicable, a tactile We explored this possibility extensively ballot template to assist voters and had hoped that we could use it at with vision loss in marking the least for advanced voting, however in the ballot. end, this became impractical to execute for the 2018 elections due to budgetary constraints. We did, however, provide electors with vision loss access to an audio -tactile interface assistive voting device at advance voting opportunities. This offered an option for independent voting We will revisit the possibility of using tactile templates in 2022. Page 19 of 22 156 Attachment 1 Report CLD -020-18 Action number Action Details / Key Learnings / Vision for 2022 9. Ballot font size was a minimum To further improve the accessibility of the of 12 point font and font style ballots, in addition to font size and style, was sans serif, in conformance we updated ballots to improve colour with accessible guidelines. contrast and adjusted line spacing to assist with ease of reading within the parameters of the tabulator technology. Would consider taking similar action in 2022. Page 20 of 22 157 Attachment 1 Report CLD -020-18 Staff Training & Assistance Action Action Details / Key Learnings / Vision for number 2022 1. Staff training incorporated In accordance with Ontario Regulation provisions to meet accessible 191/11 Integrated Accessibility customer service standards. Standards Regulation, Customer Service Standards, all election officials Provided all election officials with received training regarding interaction accessible customer service with electors of all abilities. Training training. Ensured that staff were also included information on the aware of the assistive devices in assistive tools and devices available to their supply packages and how to assist electors with the voting process use them. Training included the and instruction on the proper use of proper use of accessibility tools such tools and devices. available for electors to use to assist with the voting process. This training was provided via online training videos which incorporated text, video, narration and closed captions, allowing election officials of all abilities to access the self -paced training. Customer Service strategies were reinforced during the in-person training sessions that followed. Would consider taking similar action in 2022. 2. Election officials will be provided Each Election official was provided with with written reference materials. a role -specific handbook which included information on accessible customer service. Would consider taking similar action in 2022. 3. Election officials were available Election officials were trained to assist to assist voters, as required. voters, as required, and act as a support person, when requested by the elector. Would consider taking similar action in 2022. 4. The Municipality of Clarington In order to be more inclusive of the recognizes that everyone learns learning needs of election officials, differently. In order to provide Clarington introduced new online Page 21 of 22 158 Attachment 1 Report CLD -020-18 Action number Action Details / Key Learnings / Vision for 2022 training via different methods, training videos. The online training training videos were created by videos included brief on-screen the Accessibility Coordinator for information, detailed narration, and election officials with different closed captions to accommodate a learning styles (e.g. visual variety of learners and people with learners) and with various disabilities. Election officials could disabilities (e.g. learning watch the training videos as often as disability). In addition, written they needed. We reinforced the information was provided during content contained within the training the in-person group training videos during the in-person group sessions. The group training sessions and hands-on training. session provided hands-on training Would consider taking similar action in 2022 with consideration for a more robust tracking system and/or quizzing for the online training videos. 5. A comprehensive post-election 225 out of 332 election workers survey was created to solicit responded to the survey. feedback from election officials on all aspects of their experience, Feedback will be considered when including, overall satisfaction, the preparing for the 2022 elections. application process, training, voting location, supply pickup Would consider taking similar action in and drop off, what went well and 2022 areas for improvement. Page 22 of 22 159 Clarftwn Clerk's Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: Joint General Government and Planning and Development Committee Date of Meeting: December 10, 2018 Report Number: CLD -021-18 Resolution: File Number: By-law Number: Report Subject: Durham Land Division Committee Appointment Recommendations: 1. That Report CLD -021-18 be received; 2. That the vote be conducted to nominate one citizen as the Municipality of Clarington's appointee to the Durham Region Land Division Committee for a term ending December 31, 2022 or until a successor is appointed, in accordance with the Appointments to Boards and Committees Policy; and 3. That all interested parties listed in Report CLD -021-18 and any delegations be advised of Council's decision. Municipality of Clarington Resort CLD -021-18 Report Overview This report is intended to provide background information, regarding the Durham Land Division Committee, to assist in the nomination of a citizen to the Committee. 1. Background General Page 2 1.1 The Durham Land Division Committee considers land severance applications as an alternative means of subdividing land to that of a formal plan of subdivision. 1.2 The Region of Durham plans to make appointments to the Land Division Committee at the Regional Council meeting of December 19, 2018. Pursuant to the policy of the Regional Council, each area municipality nominates names for appointment, and the Regional Council makes the appointments. Durham Land Division Committee 1.3 Accordingly, the Municipal Clerk's Department advertised for the vacancy. Advertisements were placed on the website, and in the local papers with a deadline of noon on November 30, 2018. The following individuals have put forward an application for consideration: • Anna Camposeo(LATE) • Steven Cooke • Sami Elhajjeh Robert Malone + Wendy Partner ■ Todd Taylor 1.4 "LATE" following a name indicated their application was received past the deadline of December 30, 2018. 1.5 The applications for the above-named individuals have been circulated under separate cover (Attachment 1 ) as they contain personal information about the individuals. 2. Concurrence Not Applicable Municipality of Clarington Resort CLD -021-18 3. Conclusion Page 3 In order to fulfill the requirements of the Durham Land Division Committee, it is recommended that one of the applicants (listed above) be nominated as the Municipality of Clarington's appointee to the Durham Land Division Committee. 4. Strategic Plan Application Not applicable. Submitted by: tree, B.A., CMO, Municipal Clerk Reviewed by: Andrew C. Allison, B. Comm, LL.B CAO Staff Contact: Samantha Gray, Committee Coordinator, 905-623-3379 ext.2106 or sgray@clarington.net Attachments: Attachment 1 - Confidential Applications to the Durham Region Land Division Committee (Distributed separately) The following is a list of the interested parties to be notified of Council's decision: Ralph Walton, Regional Clerk/Director of Legislative Services, Region of Durham All Applicants Clarington Clerk's Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: Joint General Government and Planning and Development Committee Date of Meeting: December 10, 2018 Report Number: CLD -022-18 Resolution: File Number: By-law Number: Report Subject: Conservation Authority Appointments Recommendations: That Report CLD -022-18 be received; 2. That the vote be conducted to appoint three Members of Council for a term ending December 31, 2022 or until a successor is appointed, to the Central Lake Ontario Conservation Authority for the Municipality of Clarington, in accordance with the Appointments to Boards and Committees Policy; 3. That the vote be conducted to appoint one Member of Council for a term ending December 31, 2022 or until a successor is appointed, to the Kawartha Conservation Authority for the Municipality of Clarington, in accordance with the Appointments to Boards and Committees Policy; 4. That the vote be conducted to appoint two Members of Council for a term ending December 31, 2022 or until a successor is appointed, to the Ganaraska Conservation Authority for the Municipality of Clarington, in accordance with the Appointments to Boards and Committees Policy; 5. That all interested parties in Report CLD -022-18 and any delegations be advised of Council's decision. 163 Municipality of Clarington Report CLD -022-18 Report Overview Page 2 This report is intended to provide background, regarding Conservation Authorities, to assist in appointing members to the Conservation Authorities. 1. Background General 1.1 The Region of Durham plans to make appointments to the Conservation Authorities at the Regional Council meeting of December 19, 2018. Pursuant to the policy of the Regional Council, each area municipality nominates names for appointment, and the Regional Council makes the appointments. Conservation Authorities The Municipality of Clarington is a member of the three area Conservation Authorities. Therefore, the following appointments of Members of Council are required: x Three members to the Central Lake Ontario Conservation Authority x One member to the Kawartha Conservation Authority x Two members to the Ganaraska Region Conservation Authority Please note that the Council of the Region of Durham adopted the following policy, on October 4, 2006, regarding appointments to conservation authorities: "THAT only elected officials be appointed to Conservation Authorities and further, that only members of Regional Council be appointed unless the municipalities have insufficient Regional Council representation, they shall be permitted to appoint a local Councillor or appoint a citizen representative to the Conservation Authority." 2. Concurrence Not Applicable 164 Municipality of Clarington Page 3 Resort CLD -022-18 3. Conclusion 3.1 In order to fulfil the requirements of the Terms of Reference of the Conservation Authorities, is recommended that the following appointments be made. x Three Members of Council be appointed to the Central Lake Ontario Conservation Authority; x One Member of Council be appointed to the Kawartha Conservation Authority; and x Two Members of Council be appointed to the Ganaraska Region Conservation Authority. 4. Strategic Plan Application Not applic-"'- Submitted by: C. Anne Greentree, B.A., CMO, Municipal Clerk Reviewed by: Andrew C. Allison, B. Comm, LL.B CAO Staff Contact: Samantha Gray, Committee Coordinator, 905-623-3379 ext.2106 or sgray@clarington.net Attachments: None The following is a list of the interested parties to be notified of Council's decision: Ralph Walton, Regional Clerk/Director of Legislative Services, Region of Durham 165 Clarftwn Clerk's Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: Joint General Government and Planning and Development Committee Date of Meeting: December 10, 2018 Report Number: CLD -023-18 Resolution: File Number: By-law Number: Report Subject: Appointment of Municipal Law Enforcement Officers Recommendations: 1. That Report CLD -023-18 be received; and 2. That the By-law, attached to Report CLD -023-18, as Attachment 1 to appoint all staff whose duties include enforcement of Municipal By-laws as Municipal Law Enforcement Officers be approved. • Municipality of Clarington Report CLD --1 8 Report Overview To appoint designated staff as Municipal Law Enforcement Officers, to eliminate the requirement for Council to appoint officers with each staffing change. 1. Background Page 2 1.1 Municipal Enforcement Officers have been appointed individually by Council under the Police Services Act for the enforcement of Municipal Bylaws. In addition, Fire Prevention Officers have been appointed for the purposes of enforcing parking provisions (Fire Routes, Hydrants). Job descriptions, for staff hired to enforce Municipal by-laws, expressly state that the duties of the position include the enforcement of [named regulatory by-laws]. 1.2 There tends to be a high turnover rate within Municipal Law and there is regular hiring of temporary staff for enforcement of municipal bylaws. Some of these issues are also present within the Fire Prevention Division. The hiring timeline does not always coincide with the Council meeting schedule. Therefore, if the appointment of the Officer is by way of a specific individual by-law, it could delay the appointment, thus delaying the new staff person from executing their full enforcement duties. 2. Proposal 2.1 A general appointment by-law appointing staff hired to enforce Clarington's regulatory by- laws will alleviate the requirement to bring the individual appointments of staff to Council for each new member. This approach is a consistent approach to handling recent appointments of private parking authorities to enforce the Municipality's parking regulations. This general appointment approach has proven to be quite efficient while not compromising our legal requirements. 2.2 Hiring practices for Municipal staff requires one year of related experience and graduation from College in a related field. In addition to the required background knowledge, education and experience for new hires, Municipal policies are in place to guide the conduct of employees to ensure they work in a professional and ethical manner that is conducive to being appointed as a Peace Officer. Municipal employees are also provided additional training through the Municipal Law Enforcement Officers' Association of Ontario (MLEOA) to receive certification as a Municipal Law Enforcement Officer. 2.3 To streamline the process for appointing Municipal staff whose responsibilities include the enforcement of Municipal By-laws, it is recommended that a single appointment by-law be enacted. 3. Concurrence 3.1 This report has been reviewed by the Director of Emergency and Fire Services and the Municipal Solicitor who concur with the recommendations. 167 Municipality of Clarington Report CLD --1 Page 3 4. Conclusion 4.1 Staff is committed to continuous improvement. Based on the foregoing it is recommended that the draft by-law attached to this report be enacted which, if passed, will eliminate the need for individual appointment by-laws for staff hired to fulfill enforcement responsibilities. Submitted by: C. Anne Greentree, B.A., CMO, Municipal Clerk Reviewed by' 4wl�l Andrew C. Allison, B. Comm, LL.B CAO Staff Contact: Duncan Anderson, Manager Municipal Law Enforcement, 905-623-3379 or danderson@clarington.net Attachment: Attachment 1: Appointment of Municipal Law Enforcement Officers By-law There are no interested parties to be notified of Council's decision. THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW NUMBER 2018 - Being a By-law to appoint all staff whose duties include enforcement of Municipal By-laws as Municipal Law Enforcement Officers; WHEREAS subsection 15(1) of the Police Services Act, R.S.O. 1990, c. P.15, provides that a municipal council may appoint persons to enforce the by-laws of the municipality; AND WHEREAS subsection 15(2) of the Police Services Act, R.S.O. 1990, c. P.15, provides that municipal law enforcement officers are peace officers for the purpose of enforcing municipal by-laws; AND WHEREAS subsection 1(1) of the Provincial Offences Act, R.S.O. 1990, c. P.33 defines "provincial offences officer" to include a by-law enforcement officer of any municipality while in the discharge of his or her duties, and an officer, employee or agent of any municipality whose responsibilities include the enforcement of a by-law, an Act or a regulation under an Act, while in the discharge of his or her duties, AND WHEREAS Council deems it desirable to appoint all staff whose responsibilities include enforcement of Municipal Bylaws in order to carry out their duties as assigned as Municipal Bylaw Enforcement Officers; NOW THEREFORE the Council of the Corporation of the Municipality of Clarington enacts as follows: THAT an employee of the Municipality whose job description includes the enforcement of Municipal By-laws is deemed to be appointed as a Municipal By- law Enforcement Officer for the Municipality. 2. THAT an appointment under Section 1 is revoked upon the conclusion of employment with the Municipality, or upon the transfer of employment to a position that does not include the enforcement of Municipal By-laws in its description. Passed in Open Session this 17th day of December, 2018 Mayor Adrian Foster C. Anne Greentree Municipal Clerk 169 Clarftwn Corporate Services Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: -RHIOR DIRORSPOPPWI/ Date of Meeting: December 10, 2018 Report Number: COD -029-18 Resolution: File Number: By-law Number: Report Subject: Elimination of 1/3 Tax Free Allowance for Council Compensation Recommendations: That Report COD -029-18 be received; 2. That the Comprehensive Compensation By-law for Members of Council, By-law 2011-005, as amended, be further amended as follows: a. Section B. Remove reference to the provision of the 1/3 tax free exemption, and the automatic adjustment to maintain the net compensation equivalent value effective January 1, 2019; and b. Section D 3. Subsection 2. Remove reference to the OMERS equivalent pension contribution paid on current remuneration effective January 1, 2019; and Subsection 3. Amend OMERS deductions stop at age 71, in accordance with changed OMERS criteria; and 3. That the draft by-law amending By-law 2011-005, Attachment 5 to Report COD -016-18, be approved. 170 Municipality of Clarington Resort COD -029-18 Report Overview Page 2 In March 2017 the federal budget eliminated the one-third tax free exemption for Municipal elected officials beginning in 2019. This report informs Council of that decision, and confirms that the existing comprehensive compensation by-law accommodates the elimination of the exemption and maintains the same net compensation value as an automatic adjustment. 1. Background Municipal Act and Existing By-law #2011-005 and #2014-123 1.1 The Municipal Act, 2001 Subsections 283(5) and (7) provide that if one-third of the remuneration paid to elected Council Members is continued, Council must review the by-law provisions at least once during the four-year term of office. 1.2 Clarington's comprehensive By-law #2011-005 for compensation policies section B (Attachment #1) sets out the tax free declaration, allowing 1/3 of compensation to be tax exempt. The required review for the current term of Council is set out in the amending By-law #2014-123 (Attachment #2). 1.3 By-law 2011-005 provides that Council's compensation would not be negatively affected if the one-third exemption was to be eliminated, by providing for an automatic adjustment to maintain the same net compensation value. 2. 2017 Federal Budget — Eliminating the 1/3 Exemption 2.1 In March 2017 the federal budget eliminated the 1/3 tax free exemption for Municipal officials beginning in 2019. The AMO notice to all municipalities (Attachment #3) advises that the course of action be identified now for incoming Council after the fall election. The CRA website notice (Attachment #4) also notes the impact on the Council Members' income and T4 slip. 2.2 The existing By-law 2011-005 provides for an automatic adjustment, and as such there is no action required by Council, other than to remove the related references from the By-law. The net compensation value of the incoming Council, beginning in 2019, will be maintained. The OMERS equivalent payment that pays a pension value on the 1/3 exempt portion that does not have an OMERS contribution/deduction applicable will be discontinued because the adjusted compensation will all be taxable and pensionable. 171 Municipality of Clarington Resort COD -029-18 3. Financial Implication — 2019 Budget Page 3 3.1 The individual Council member's net salary will remain the same, however there is a Municipal budget impact related to the Federal decision to remove the 1/3 tax free exemption. The Municipality will pay approximately $92,848 (Mayor $47,573, and Councillors $45,275) based on 2018 salaries (full year) to provide that Council Members are able to take home the same compensation, net of applicable statutory deductions. The Director of Finance will include the appropriate amount in the 2019 budget as a non -controllable expense. Area Municipalities Status: Municipality 1/3 Tax Free Status Previously 2019 Adjustment to Provide Same Net Compensation Implemented Ajax Yes Yes Oshawa Unknown at this time what action will be taken Pending Decision Pickering J No official plan at this time Pending Decision Whitby By-law requires automatic adjustment Proceeding Region Adjusted in 2004 Adjusted to provide same net compensation and adjusted to reflect 75th percentile of comparators. Implemented in 2004 172 Municipality of Clarington Resort COD -029-18 2019 Rates for Mayor and Councillor Page 4 Municipality Increase Percent 2019 Rate 2019 Rate for Mayor for Councillor Oshawa 1.95% $98,338 $40,491 Pickering 1.50% $87,407 $36,420 Whitby Averaged not calcuated yet Ajax Averaged not calcuated yet Clarington 1.75% $93,124 1 $37,250 Note: All rate increases are based on 2018 salary only. Whitby's and Ajax's current by-law are based on the averages of comparators in the local area. 4. Concurrence Not applicable. 5. Conclusion It is respectfully recommended the report be received, and the appropriate action be taken to comply with the existing By-law provisions to accommodate the elimination of the 1/3 tax free allowance, with appropriate amendments to update the By-law. Submitted by Reviewed by: ane Marano, H.B. Sc., C.M.O., Andrew C. Allison, B. Comm, LL.B Director of Corporate Services CAO Staff Contact: Marie Marano, Director, 905-623-3379 ext. 2201 or mmarano@clarington.net Attachments: Attachment # 1 By-law #2011-005 Comprehensive Compensation for Members of Council Attachment # 2 By-law # 2014-123 Amending By-law for By-law 2011-005 re 1/3 Tax Free Attachment # 3 AMO Notice Regarding Elimination of the One -Third Tax Free Allowance Attachment # 4 Government of Canada Bulletin — Municipal Officers Expense Allowance Attachment # 5 2018 Draft Amending By-law for By-law # 2011-005 There are no interested parties to be notified of Council's decision. 173 $WWDFKPHQW 5HSRUW &2' THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW # 2011 — 005 Being a by-law to update the prevailing compensation policies applicable to the Mayor and Members of Council, and to repeal by-law# 2007-097. WHEREAS Section 283-1 of the Municipal Act 2009 provides that a municipality may pass by laws for paying remuneration to the Members of Council; WHEREAS On March 19, 2007 the Council of the Municipality of Clarington ratified report ADM -002-07 Mayors Compensation Review -2007, authorizing staff to bring forward a comprehensive by-law to consolidate the compensation practices for the Mayor and Members of Council, which was set out in By -Law 2007-097 and now requires updating for compliance; NOW THEREFORE BE IT ENACTED AS FOLLOWS: A. ANNUAL REMUNERATION Mayor and Council - Amount as set out in prevailing by-laws for particular year in accordance with the following: Provisions: 1. Future increase to annual remuneration will be the percent applicable to the Non -Affiliated Employees salary for the same period of time, applied on January 16t of the applicable year, or as otherwise stated. 2. There is no additional compensation applicable to any prevailing Deputy Mayor position. 2. Councillor remuneration is set at 40% of the Mayor's salary. 3. Remuneration continues until the end of the term of Council. 4. Regional remuneration - Clarington Council endorsed single stream payment of the Regional portion of compensation through the local level by approval of Report COD -65-04. The Region approved single stream payment by By -Law 01-2005 and 08- 2004, and is considered the Employer for Region compensation purposes. B. 113 TAX FREE DECLARATION B.1. In each term Council is required by the Municipal Act S283 (7) to confirm its intention to retain the 113 tax free allowance as provided for in the Municipal Act; Council hereby confirms 113 tax free allowance applied to the local level remuneration for the prevailing term from December 2010 to December 2014. B.2. The tax free portion of remuneration is currently exempt from reporting requirements under the Public Sector Salary Disclosure Act, and remuneration will continue to be reported as required under the prevailing Act. B.3. Council maintains the commitment to adjust future compensation to maintain an equivalent net compensation value should the Municipal Act be amended or repealed and replaced with provisions that in effect prohibit an income tax free allowance. Compensation will be automatically adjusted to maintain the same net compensation level. C. TRAVEL ALLOWANCE & REIMBURSEMENT GUIDELINES C.1. Monthly Flat Rate Allowance Mayor, Deputy Mayor, Councillor — as set out in prevailing by-laws for particular year in accordance with the following: Provisions: 1. Monthly flat rate allowance will be paid to compensate for travel related to Municipal business within Municipal boundaries. 2. Allowance shall be paid through payroll with statutory deductions applied. 3. The allowance shall be paid on an automatic basis unless any Member of Council elects not to be reimbursed and provides written notice to Payroll of the effective date of cancellation. 4. Future increases will be the percent applicable to the general non- affiliated grid increase, applied to the total monthly allowance, in each year, unless Council amends otherwise. Increase will be applied at the date of the change to the employee grid. 174 5. If any travel is reimbursed for travel outside of the Municipal boundaries over and above the monthly allowance, it will be at the prevailing employee kilometre rate, in accordance with the guidelines below. C.2. Travel & Expense Reimbursement Guidelines C.2.1 Municipal Business Municipal business will be considered to include the following: i. Travel to and from any meetings of Boards Commissions or Authorities or other groups to which Council members are appointed or delegated provided they are held outside the municipal boundaries and travel expenses are not paid by the aforementioned agencies; Travel to and from any event sponsored by the Corporation towards the promotion of the Municipality where Council attendance is required or requested outside the Municipality; iii. Accommodation, meals, kilometre reimbursement for travel outside of municipal boundaries, parking, registration and other miscellaneous charges related to municipal business which may include among other things attendance at any seminar, conference, events or convention approved by Council and attended as a Council representative or as provided for through the current budget allocation; iv. Travelling to and from the Municipal Administrative Centre will NOT be considered to be Municipal business in the following instances: a) Attendance at all General Purpose and Administration Committee meetings and Council meetings. b) Meetings with Town Staff. c) Picking up of agendas. d) Constituent meetings. C.2.2 Expense Claims and Approvals V. All claims for payment shall be documented using the prevailing expense claim sheet and where possible supported with receipts. vi. M_ gy r: Expense claims for reimbursement of expenses by the Mayor shall be submitted as soon as possible after the month end and approved for payment by the Chief Administrative Officer or in the alternative, by the Director of Finance. vii. Members of Council: all expense claims for reimbursement of expenses for Members of Council shall be submitted as soon as possible after month end to the Mayor for approval. In the absence of the Mayor, the Chief Administrative Officer, or in the alternative, the Director of Finance shall approve the expense claims for payment. C.2.3 Annual Report to Council All expense claims and compensation, severance, etc., shall be categorized and included in the annual remuneration report to Council in accordance with the prevailing Municipal Act requirements. C.2.4 Special Events Expenses There are occasions throughout the year where the Corporation may host special events to promote the Municipality. The following guidelines apply to such events: Payment of expenses as it relates to the hosting of government officials industrial prospects or other groups visiting the Municipality of Clarington or the hosting of receptions for same within the Municipality will require the submission of an expense claim indicating the number of people hosted and the date as well as the specific amount of expenditure. Such claims must be supported by the applicable receipts or documentation. 175 it All claims for payment or expenses related to special events shall be submitted as soon as possible after the month end to the Mayor for approval. In the absence of the Mayor the Chief Administrative Officer or, in the alternative, the Director of Finance shall approve the claims for payment D. BENEFITS PROVIDED FOR CURRENT SITTING MEMBERS General Application 1. Family or Single Coverage 2. Any member may choose not to receive any benefit by advising Payroll in writing. 3. All benefits are limited to provisions set out by the prevailing carrier. 4. All benefits cease at age 65 unless expressly identified even if the member is currently on Council. D.1 Health & Dental Generally, as applicable to Non -Affiliated Employees for Health, Dental and Travel Benefits, excluding any self funded provisions. D.2 Life Insurance and Accidental Death & Dismemberment (_ADD) Prevailing policy generally as applicable to Non -Affiliated Employees; Reduced at age 65 to 50%, and at age 70 to $25,000 or amount set out in prevailing carrier plan. D.3 OMERS 1. Mandatory participation and individual contribution as set out by OMERS. 2. Per ADM -03-02, an "OMERS equivalent" Retirement Pension contribution of 7.5% of the portion of the current remuneration that is not eligible for OMERS contribution is established for all Members of Council effective January 1, 2002. 3. All OMERS deductions stop at age 69 in accordance with OMERS criteria. DA Sick Leave Benefits Short Term or Long Term Disability (LTD) benefits are not provided to Members of Council. D.5 Other Communication tools such as cell phones or blackberries are as provided for in the annual operating budget. Usage of such equipment is governed by prevailing corporate policies. E. TUITION ASSISTANCE & MEMBERSHIP FEES POLICY In accordance with Report ADMIN. 16-2000, the following policy applies unless otherwise specifically approved by Council resolution: The Municipality will not pay for any educational courses to any Member of Council, including any membership fee of any professional association. The only exception is orientation seminars offered to new Members of Council by the Ministry of Municipal Affairs and Housing. F. CREDIT CARDS The Mayor is provided with a credit card for the purpose of Municipal business expenses, as noted in report ADMIN 9-94. Statements are submitted to the CAO for processing of payment, or in the alternative, to the Director of Finance for processing of payments. G.SEVERANCE Payment of severance remuneration to current and future members of Council is upon the following terms and conditions: G.1 Definitions: a) "annual remuneration" of the member means the annual amount of remuneration paid to the member for the discharge of all duties as a member of Council including both the tax exempt and taxable portions calculated as at the date of severance; 176 b) "member' means any person who is or becomes a member of Council on or after the 19th day of January 2004; c) "service" shall mean any period of continuous service as a member and shall include any member's period of service occurring prior to the 191" day of January 2004 d) Retroactivity — there is no severance applied to years of broken service. G.2.1 Eligibility: Upon application by the member or his or her personal representative a member is entitled to receive severance remuneration upon ceasing to be a member by reason of: a) election defeat; b) resignation; C) leaving office; or d) dying while in office if the member is 65 years of age or over and not eligible to receive benefits under the Municipality's group life insurance program. G.2.2 Ineligibility: No member shall be entitled to receive severance remuneration who ceases to be a member by reason of or by resignation which is a result of or given in anticipation of: a) removal from office by judicial process; or b) disqualification under or operation of any Act of the Parliament of Canada or the Legislature of the Province of Ontario G.3 _Remuneration: Severance remuneration shall be equal to one -twelfth (1112) the annual remuneration of the member times the number of years service of the member pro -rated for part years of service to a maximum amount payable of eighteen (18) months remuneration. G.4 Payment: Payment of severance amount may be split and paid over a maximum of 3 years; and is subject to all applicable statutory deductions. G.5 Claim: A written request for severance remuneration must be received by the Municipal Clerk within six (6) calendar months of a member ceasing to be a member otherwise any entitlement to severance remuneration shall be forfeited. REPEAL BY-LAWS The following By -Law is hereby repealed; #2007-097. EFFECTIVE DATE: This By law shall come into force on the date of passage. By-law read a first and second time this 17"' day of January, 2011 By-law read a third time and finally passed this 17" 177 e Municipal Clerk THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW NO. 2014-123 Being a By-law to retain the 1/3 tax free allowance for Members of Council for 2014-2018 Term of Council WHEREAS Section 283 (1) of the Municipal Act, 2001 provides that a municipality may pass by-laws for paying remuneration to the members of Council; AND WHEREAS Council enacted By -Law 2011-005 confirming 1/3 tax free allowance applied to the local level remuneration in accordance with Section 283(5) of the Municipal Act, 2001; and WHEREAS Section 283 (7) requires Council to review the by-law passed in accordance with Section 283 (5) at least once during the four-year period corresponding to the term of office of its members after a regular election; NOW THEREFORE BE IT ENACTED AS FOLLOWS: 1. By-law 2011-005 be amended to deleted Section B.1; and 2. Council hereby confirms 1/3 tax free allowance applied to the local level remuneration for the prevailing term from December 2014 to December 2018. BY-LAW passed in open session this 15t" day of December, 2014. C. Anne Greentree, Municipal Clerk Attachment # 3 Report COD -029-18 AMOAssociAnof Municipalities Ontario POLICYUPDATE March 27, 2018 One -Third Tax Free Exemption for Municipal Officials In March 2017, the federal budget announced the government's intention to eliminate the one-third tax free exemption for municipal elected officials beginning in 2019. The 2018 federal budget delivered last month did not signal any change from that plan. AMO's Board of Directors passed a resolution last June seeking the involvement of the Federation of Canadian Municipalities (FCM) on this matter. FCM has advised they have been raising this issue with federal officials over the past months but again, there have been no signs to suggest a change of plan for 2019. While 2019 is nine months away, a municipal government may want to begin considering what course of action to take or at least to note it as a matter for the incoming council after the fall's municipal election. AMO would also like to thank the 144 municipal treasurers who took part in our salary survey. Over 90%.of survey respondents indicated their municipality uses the exemption. This information was provided to FCM in support of their advocacy efforts. Here are some examples from the survey which illustrate the impact of this change in 2019: -The cost increase for a central Ontario municipality with a council of nine and a population of 30,000 will be at least $28,000. -The cost increase for an eastern Ontario county council of seventeen and a population of 77,000 will be at least $74,000. -The cost increase for a southwestern Ontario municipality with a council of seven and a population of 24,000 will be at least $14,000. For almost half of Ontario's municipal governments, a one per cent property tax increase raises only $50,000. Also available for member municipal governments is 2017 survey results on council salaries. Use your AMO login to access the salary survey information available on the Dashboard. If you have forgotten your login details, please email amo@amo.on.ca. 200 University Ave., Suite 801 Toronto ON MSH 3C6 Canada I Tel: 416.971.9856 1 Fax: 416.971.6191 1 Toll -Free in Ontario: 1.877.426.65271 amo@amo.on.ca 179 Municipal officer's expense allowance - Canada.ca Government Gouvernement of Canada du Canada Home -+ Taxes ♦ Payroll ♦ Benefits and allowances E mnrupv "'0"dpxwy "FcH-. .4-.2 Municipal officer's expense allowance A municipal corporation or board may pay a non -accountable expense allowance to an elected officer to perform the duties of that office. If the expense allowance is more than one-third of the officer's salary and allowances, the excess amount is a taxable benefit. Enter it in box 14, "Employment income," and in the "Other information" area under code 40 at the bottom of the employee's T4 slip. If the expense allowance is not more than one-third of the officer's salary and allowances do not include this amount in box 14, "Employment income," or in the "Other information" area under code 40 at the bottom of the employee's T4 slip. In either of the above situations, you have to identify the non-taxable share of the allowance by entering the corresponding amount in the "Other information" area under code 70 at the bottom of the employee's T4 slip. For more information, see Interpretation Bulletin IT292, Taxation of Elected Officers of _Incorporated Municipalities, School Boards, Municipal Commissions and Similar Bodies. Note For 2019 and later tax years, non -accountable allowances paid to elected officers will be included in their income. This change was stated in the 2017 federal budget, which received royal assent on June 22, 2017 (Bill C 44). Date modified: 2017-12-15 https://wwvvv.canada.ca/en/revenue-agency/servicl/&Gisinesses/topics/payroll/benefits-... 10/30/2018 In addition, Budget 2017 confirms that the First -Time Donor's Super Credit will be allowed to expire in 2017 as planned, due to its low take-up, small average amounts donated, and the overall generosity of existing tax assistance for charitable donations. Providing Greafer Consistency Budget 2017 also makes changes to improve consistency in the treatment of similar kinds of income and the consistency of tax measures with other priorities of the Government and current economic conditions. Employee Benefits and Allowances In today's workforce, many Canadians receive benefits—such as a daily food allowance or transit fare—which are counted as taxable income. Yet certain fax measures allow some individuals to pay less than their fair share of taxes on such benefits. These measures are unfair and they lack a strong policy rationale. To improve consistency, Budget 2017 proposes to: • Eliminate the deduction in respect of employee home relocation loans. Evidence suggests that this deduction disproportionately benefits the wealthy, and does little to help the middle class and those working hard to join it. • Remove the tax exemptions for non -accountable expense allowances paid to members of provincial and territorial legislative assemblies and to certain municipal office -holders. This exemption is only available to certain provincial, territorial and municipal office holders, and provides an advantage that other Canadians do not enjoy. Fossil Fuel Subsidies The Government has a strong plan to invest in clean growth that will help create middle class jobs and get the country on the path to a low -carbon economy. Consistent with this plan, Canada has made a commitment with its partners in the G20 and Asia-Pacific Economic Cooperation to phase out inefficient fossil fuel subsidies. Such subsidies can encourage wasteful consumption, impede investment in clean energy sources, and undermine efforts to combat the threat of climate change. 181 Attachment #5 Report COD -029-18 The Corporation of the Municipality of Clarington By-law No. 2018 -XX Being a By-law to update the compensation applicable to Mayor and Members of Council to amend By-law No. 2011-005 to remove reference to the 1/3 tax free allowance for Members of Council WHEREAS Section 283(1) of the Municipal Act, 2001 provides that a municipality may pass by-laws for paying remuneration to the members of Council; and AND WHEREAS the 2017 Federal Budget eliminated the 1/3 tax free allowance, and because By-law No. 2011-005 which provides 1/3 tax free allowance applied to the local level remuneration in accordance with Section 283(5) of the Municipal Act, 2001 By-law 2011-005 requires an amendment to remove reference to the allowance going forward. NOW THEREFORE BE IT ENACTED: 1. By-law 2011-005 be amended as follows: a) Section B Remove reference to the provision of the 1/3 tax free exemption, and the automatic adjustment to maintain the net compensation equivalent value effective January 1, 2019; b) Section D 3 Subsection 2. Remove reference to the OMERS equivalent pension contribution paid on current remuneration effective January 1, 2019; and Subsection 3. Amend OMERS deduction stop at age 71, in accordance with OMERS criteria. 2. This By-law shall be effective January 1, 2019. By-law passed in open session this 17th day of December, 2018. Adrian Foster, Mayor C. Anne Greentree, Municipal Clerk 182 Clarington Corporate Services Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: Joint General Government and Planning and Development Committee Date of Meeting: December 10, 2018 Report Number: COD -030-18 Resolution: File Number: By-law Number: Report Subject: Contract Awards During Council Election Recess Recommendation: 1. That Report COD -030-18 be received for information. 183 Municipality of Clarington Report COD -030-18 Page 2 Report Overview To report to Council on the contracts awarded during Council recess. 1. Background During periods when Council is in recess provision has been made in the Purchasing By - Law 2015-022 S. 73 for the approval of contract awards in order to continue with business as usual. The by-law further states that Council shall not vary any action or decision of the contract awards made while Council is in recess. During the Council Election Recess of 2018 there were 4 contract awards that would normally necessitate a report to Council. 2. Comments In accordance with Purchasing By -Law 2015-022 S. 73 (2), the following contracts were awarded during the Council Election Recess: CL2018-1, Port Darlington Road Neighbourhood Access Road (Attachment 2- Memo from Engineering — Confidential Cost Apportionment attached). Note that for the CL2018-1 Tender award the attachment to the Engineering Services' Memorandum to Finance, Detailed Low Bid Cost Apportionment — CL2018-01, has been distributed under separate cover as confidential as it contains financial information that may impact the Municipality's ability to effectively administer the contract. RFP2018-11, Microsoft Office 365 Migration CL2016-16, (Year 3 Renewal), 2018 Stormwater Management Pond Cleanout and Maintenance CL2018-30, Soper Creek Trail — Phase 2 Construction A copy of the recommending Purchasing Services Reports for the above noted projects are attached. 3. Concurrence Not applicable. 4. Conclusion The actions taken by Staff as documented in the attached Report Memos be provided for Council's information. 5. Strategic Plan Application Not applicable. Municipality of Clarington Resort COD -030-18 Submitted by: Marie Marano, H.B. Sc., C.M.O Director of Corporate Services Paae 3 Reviewed by: Andrew C. Allison, B. Comm, LL.B. Chief Administrative Officer Staff Contact: David Ferguson, Purchasing Manager, 2209 or dferguson(o)clarington.net Attachments: Attachment 1 PS -016-18 - Soper Creek Trail — Phase 2 Construction Attachment 2 PS -017-18 - Port Darlington Road Neighbourhood Access Road Attachment 3 PS -018-18 - (Year 3 Renewal), 2018 Stormwater Management Pond Cleanout and Maintenance Attachment 4 PS -020-18 - Microsoft Office 365 Migration There are no interested parties to be advised of Council's decision. MM/DF 185 r �, ri ap / Purchasing Services Date: September 24, 2018 To: Andrew Allison, Chief Administrative Officer From: David Ferguson, Manager, Purchasing Services Report #: PS -016-18 File Number: CL2018-30 Subject: Soper Creek Trail - Phase 2 Construction Council Recess Procedure (Purchasing By -Law 2015-022 S. 73) Recommendations It is respectfully recommended to the Chief Administrative Officer the following: That Royalcrest Paving & Contracting Ltd. being the lowest bidder meeting all terms, conditions and specifications of CL2018-30 be awarded the completion of the Soper Creek Trail - Phase 2 Construction; and 2. That the funding required in the amount of $449,043.62 (Net HST Rebate) which includes the revised construction costs of $419,519.54 (Net HST Rebate) and other related costs such as materials testing and contingencies of $29,524.08 (Net HST Rebate) be funded as follows: Soper Creek Trail — Phase 2 110-32-325-83284-7401 $425,325.20 Pedestrian Link to Camp 30 110-32-330-83284-7401 $23,718.42 Corporation of The Municipality of Clarington 40 Temperance Street, Bowmanville, Ontario L1 C 3A6 T(905)623-3379 Report No: PS -016-18 Recommended ,A David Ferguson, Manager, Purchasing Jrvices Concurrence: S P Trevor Pinn, B.Com, CPA, CA Deputy Treasurer A rl-la � ro � �- Anthony S. Cannella, Director of Engineering Approved b� Andrew Alli on, CAO MM\DF\sm Page 2 42572v 1W Date Date ? Date 9 0_e 19 Date cc: M. Marano, Director, Corporate Services 187 ort No: PS -016-18 1. Background e3 1.1 Tender specifications were prepared by the Engineering Services Department and provided to the Purchasing Services Division. The work involves 1,850m of trail from the existing trail location on Mearns Ave south of Soper Creek Drive extending north along the existing trail and creek alignment terminating at the existing connection to Sprucewood Crescent. 1.2 Tender CL2018-30 was issued by the Purchasing Services Division and advertised electronically on the Municipality's website. A notification of the availability of the document was also posted on the Ontario Public Buyer's Association website. 1.3 Twenty-one (21) Companies downloaded the bid document. 1.4. The tender closed on September 5, 2018. 1.5. In view of the Council Recess, authorization is requested to award the above contract in accordance with Purchasing By -Law #2015-022 Part 2, Section 73, Council Recess Procedures. 2. Analysis 2.1. Seven (7) submissions were received in response to the tender call. Bid were reviewed and all were deemed to be compliant. 2.2. Submissions were tabulated by the Purchasing Services Division (see Attachment 1). 2.3. The results were forwarded to the Engineering Services Department for their review and consideration. 2.4. After review and analysis of the submissions by the Engineering Services Department and the Purchasing Services Division, it was mutually agreed that the low bidder, Royalcrest Paving & Contracting Ltd. be recommended for the award of contract CL2018-30. 2.5. Royalcrest Paving & Contracting Ltd. has successfully completed work for the Municipality in the past. 3. Financial 3.1 That the funding required in the amount of $449,043.62 (Net HST Rebate) which includes the revised construction costs of $419,519.54 (Net HST Rebate) and other related costs such as materials testing and contingencies of $29,524.08 (Net HST Rebate) be funded as follows: Soper Creek Trail — Phase 2 110-32-325-83284-7401 $425,325.20 Pedestrian Link to Camp 30 110-32-330-83284-7401 $23,718.42 Report No: PS -016-18 Page 4 3.2 Queries with respect to the department needs, specifications, etc. should be referred to the Director of Engineering Services. 4. Conclusion 4.1 It is respectfully recommended that Royalcrest Paving & Contracting Ltd. being the only compliant bid be awarded the contract for work required for the completion of Soper Creek Trail - Phase 2 Construction in the amount of $419,519.54 (Net HST Rebate) as per the terms, conditions and specifications of CL2018-30. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Attachments: Attachment 1 — Bid Tabulation Report No: PS -016-18 Attachment #1 Municipality of Clarington Summary of Bid Results Paae 5 BIDDER Bid (Including HST) Total Bid (Net HST Rebate) Royalcrest Paving & Contracting Ltd. $465,857.98 $419,519.54 TDI International AG Inc. DBA Eco Blue Systems $554,875.51 $499.682.58 Melfer Construction Inc. $663,239.94 $597,268.11 CSL Group Ltd. $663,551.26 $597,548.46 Forest Ridge Landscaping Inc. $707,662.50* $637,272.00 Epic Paving & Contracting Ltd. $867,099.85 $780,850.27 Dig -Con International Ltd. $931,501.38 $838,845.84 190 $WWDFRHQWWR 5HSRUWN ciffftwil Report Purchasing Services Date: November 22, 2018 To: Andrew Allison, Chief Administrative Officer From: David Ferguson, Manager, Purchasing Services Report #: PS -017-18 File Number: CL2018-1 Subject: Port Darlington Road Neighbourhood Access Road Council Recess Procedure (Purchasina By -Law 2015-022 S. 73 Recommendations It is respectfully recommended to the Chief Administrative Officer the following: 1. That Eagleson Construction being the lowest bidder meeting all terms, conditions and specifications of CL2018-1 be awarded the completion of the Port Darlington Road Neighbourhood Access Road; and 2. That the total funding required for the overall project in the amount of $2,491,002.10 (Blended HST) which includes the revised construction costs of $1,541,013.94 (Blended HST) and other related costs such as land purchase, consulting costs for municipal class environmental assessment, contract administration and inspection, material testing, detailed design, utility relocations, permits and contingencies of $1,012,523.64 (Blended HST) be funded as follows: Port Darlington Road Extension to Subdivision (2016) 110-32-330-83442-7401 Port Darlington Road Extension to Subdivision (2017) 110-32-330-83442-7401 Developer Contribution 110-32-330-83442-7403 Transfer of DC Funding from Concession Street East Project (2017) 110-32-340-83453-7401 $ 144,050.00 $ 722,400.00 $1,047,244.76 $ 577,307.34 $2,491,002.10 Corporation of The Municipality of Clarington 40 Temperance Street, Bowmanville, Ontario L1 C 3A6 T(905)623-3379 191 Reoort No: PS -017-18 Recommended bv: "�; Y��tAAA)'Ik David Ferguson, Manager, Purchasing S64es Concurrence: ::! �-J —'c n- � n Trevor Pinn, B.Com, CPA, CA Deputy Treasurer Anthony S. Cannella, Director of Engineering Approved b And4v Allison, Chief Administrative Officer MM\DF\sm e2 zVffr&A -e.,v 'd , 20 /7 Date Date /1ZZ I �-- Date ae cc: M. Marano, Director, Corporate Services 192 Report No: PS -017-18 Page 3 1. Background 1.1 Tender specifications were prepared by the Engineering Services Department and CIMA and provided to the Purchasing Services Division. The work is for the construction of a new road section to facilitate traffic movement from a new subdivision. This work will reduce the impact on the older section of road along our Port Darlington East Beach waterfront park. The provision of this road is a requirement of the Conditions of Draft Approval of the subdivision and of the Ontario Municipal Board decision of June 2015. Funding for this road is provided through Development Charges and directly from the developer. 1.2 Tender CL2018-1 was issued by the Purchasing Services Division and advertised FD® -I[0 X(QFLSDWVLZ -EVW. A notification of the D)DL(m MVR [CPAJ--I-FXP HQ/E DIDmR SRANG -I[2 Q5 E-3 XEQF-O/GK HUV Association website. 1.3 Twenty-nine (29) Companies downloaded the bid document. 1.4. The tender closed on August 29, 2018. 1.5. In view of the Council Recess, authorization is requested to award the above contract in accordance with Purchasing By -Law # 2015-022, Section 73, Council Recess Procedures. 2. Analysis 2.1. Six (6) submissions were received in response to the tender call. Bids were reviewed and all were deemed to be compliant. 2.2. Submissions were tabulated by the Purchasing Services Division (see Attachment 1). 2.3. The results were forwarded to the Engineering Services Department for their review and consideration. 2.4. Upon reviewing the submissions, Engineering Services recommended removing item A59- Decommissioning of the Existing Groundwater Monitoring Well as Clarington had to have the work completed no later than October 31, 2018 under the terms of our agreement with Hydro One. As a result of this deadline, the services of a separate contractor were retained to decommission the well before the October 31 deadline. The cost for the work is included in the total project costs noted within the financial section. 2.5. Engineering Services and the Purchasing Services Division mutually agreed (Attachment 2) that the low bidder, Eagleson Construction be recommended for the award of contract CL2018-1. Eagleson Construction has successfully completed work for the Municipality in the past. 193 Report No: PS -017-18 Page 4 3. Financial 3.1 The total funding required for the overall project in the amount of $2,491,002.10 (Blended HST) which includes the revised construction costs of $1,541,013.94 (Blended HST) and other related costs such as land purchase, consulting costs for municipal class environmental assessment, contract administration and inspection, material testing, detailed design, utility relocations, permits and contingencies of $1,012,523.64 (Blended HST) is to be funded as follows: Port Darlington Road Extension to Subdivision (2016) 110-32-330-83442-7401 $ 144,050.00 Port Darlington Road Extension to Subdivision (2017) 110-32-330-83442-7401 $ 722,400.00 Developer Contribution 110-32-330-83442-7403 $1,047,244.76 Transfer of DC Funding from Concession Street East Project (2017) 110-32-340-83453-7401 $ 577,307.34 $2,491,002.10 3.2 As a result of Hydro One changing the preferred road alignment part way through the environmental assessment, some additional design, construction and land purchase costs were incurred. These unforeseen costs, resulted in an increase to the overall project costs requiring additional funding. The additional funding is to be provided through the reallocation of funds from another development charge project, Concession Street East project, which has been delayed. It is therefore recommended that funds be transferred from DC Funding F Concession East Project (110-32-340-83453-7401) to cover the additional costs. 3.3 The contribution from the Developer will be collected prior to the issuance of the Purchase Order. 3.4 Section 3 of this report has been reviewed by Trevor Pinn, Deputy Treasurer who concurs with the funding allocation. 3.5 Queries with respect to the department needs, specifications, etc. should be referred to the Director of Engineering Services. 4. Conclusion 4.1 It is respectfully recommended that Eagleson Construction being the lowest compliant bid be awarded the contract for work required for the completion of Port Darlington Road Neighbourhood Access Road in the revised amount of $1,541,013.94 (Blended HST) as per the terms, conditions and specifications of CI_2018-1. Attachments: Attachment 1 u Bid Tabulation Attachment 2- Memo from Engineering F Confidential Cost Apportionment 194 Report No: PS -017-18 Page 5 Attachment #1 Municipality of Clarington Summary of Bid Results BIDDER Bid Total Bid (Including HST) (Blended HST Rebate)* Eagleson Construction $1,632,833.46 $1,549,660.63 Hard -Co Construction Ltd. $1,636,340.34 $1,553,644.19 Montgomery MacEwen $1,716,984.89 $1,632,071.81 Contracting Coco Paving Inc $1,810,534.76 $1,718,419.87 Aloia Bros. Concrete $2,099,846.64 $2,205,320.51 Contractors Dig -Con International Ltd. $2,982,181.31 $2,839,471.34 Note: Pricing above does not reflect the removal of Item A59 but rather shows the pricing as received. * Blended HST represents the Net HST value on the project items which the Municipality of Clarington is responsible for plus the full HST amount (13%) on the project items which the developer is responsible for. The two values are added together resulting in a Blended HST amount. 195 PS -017-18 $ W W Memo If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131 To: David Ferguson, Purchasing Manager From: Ron Albright, Assistant Director, Engineering Services Date: November 21, 2018 Subject: CL2018-01 — Port Darlington Realignment The Engineering Services Department has reviewed the low bid by Eagleson Construction for CL2018-01 and offer the following comments. The work locations and a brief description are listed below: Road Limits Description Port Darlington Intersection of Port Darlington Road Construction of a new road Road (East and West Beach Road to roughly section to facilitate traffic Shore Drive) 500 m southeast to East Shore Drive movement from a new subdivision to reduce impact on older section of road and along our Port Darlington East Beach waterfront park. The low bidder on this contract was Eagleson Construction. Based on past experience with this contractor, we recommend the contract be awarded to Eagleson Construction in the amount of $1,623,734.71 inclusive of HST, or $1,541,013.94 with blended HST. Note that the costs include the 1.76% non-recoverable portion of the HST for the Municipality of Clarington's share of the project, and the full 13% HST for the Developer's share of the project. This low bid price reflects the deletion of Item A59 — Decommissioning of Existing Groundwater Monitoring Well as Clarington had to have this work completed by October 31, 2018 under the terms of our agreement with Hydro One and staff retained the services of another contractor to complete the work before the deadline. The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379 196 PS -017-18 $ W W Memo A total contingency amount of approximately 8% of construction costs is required for this project, based on past experience. Therefore, including other costs such as Municipal Class Environmental Assessment, land purchase, Hydro One agreements, design, contract administration, inspection, material testing, permits, contingency and blended HST costs, the Engineering Department advises of the following funding. Construction Cost, Based on Low Bid $ 1,436,933.37 net HST at 1.76% $12,952.72 HST at 13% $91,127.85 Other Costs $908,618.59 net HST at 1.76% $12,017.93 HST at 13% $29,351.64 Total Project Cost $2491,002.10 Allocated Financing Port Darlington Rd. Extension to Subdivision (2016) 110-32-330-83442-7401 $144,050.00 Port Darlington Rd. Extension to Subdivision(2017) 110-32-330-83442 -74 01 $722,400.00 Port Darlington Rd. Extension to Subdivision Developer Contribution 110-32-330-83442-7403 $1,047,244.76 Transfer of DC funding from Concession Street East Project (2017) 110-32-340-83453-7401 $577,307.34 Total Allocated Financing $2,491,002.10 * A more detailed breakdown is to be provided to Finance to provide necessary information for tracking of Tangible Capital Assets (TCA). The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379 197 PS -017-18 $ W W Memo All funding for this project is provided through Development Charge accounts or directly from the developer. It should be noted that the provision of this road in the location identified in CL2018-1 is a requirement of the Conditions of Draft Approval of the subdivision and of the Ontario Municipal Board decision of June of 2015. As noted above this project required the Municipality of Clarington to deal with Hydro One and Infrastructure Ontario in order to complete the necessary Environmental Assessment works and other studies necessary to complete the purchase of the necessary land for the new road and multiuse trail. This process resulted in added costs to the project as in our initial consultations with Hydro One they provided clear direction where the road had to go as to not compromise their long term plans for increased distribution towers along the corridor. Staff and our consulting team proceeded with this direction from Hydro One to the point where Clarington was ready to post our Notice of Completion for the Environmental Assessment but during Hydro One's review of the material their senior staff changed Hydro One's position and stated that the road alignment had to be on the south side of the corridor, opposite to the initial direction provided. With this change many of the reports and preliminary alignment design work that was done had to be redone and updated. The other unexpected cost increase was the purchase of land from Hydro One administered through Infrastructure Ontario. Infrastructure Ontario requires that an Across the Fence or Industrial Land Rate method be used to assess the land being purchased from Hydro One. What this means is that the actual lands and any constraints within it are not assessed but the best land along hydro corridor is used to assess the value of the land you are seeking. Originally it was estimated that the land would be less than $100,000 because it is in a utility corridor and parts of it are environmental protection. But with the Across the Fence method the final appraisal and eventual cost of the land was $332,927.71, significantly higher than expected but not contestable as the Infrastructure Ontario requirements are clearly set out. In addition to the added land costs there were additional design costs related to the Environmental Assessment and detailed design of roughly $50,000. The realignment of the road because of Hydro One's change in position also resulted added construction costs related to having to construct a large box culvert, provide screening with fending and planting for the resident south of the corridor because the road was moved adjacent to her house. These added construction costs amount to roughly $200,000. With these added costs additional funding for the The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379 PS -017-18 $ W W Ciantigton0 Memo project was required in order to deal with all of these costs. This funding was provided through the reallocation of funds from another development charge project that will be delayed as a result of subdivision work not moving forward for another couple of years. This deferred work will be rebudgeted for once the timing for the subdivisions is confirmed. Considering all project costs, there is sufficient funding available and the Engineering Dept. recommends that the Purchasing Dept. move forward with award of the contract based on the above apportionments. Should you have any further questions, please feel free to contact the undersigned. Regards, Ron Albright, P. Eng. Assistant Director, Engineering Services RA/cv cc: Trevor Pinn, Acting Director of Finance E. Watson, Capital Asset Manager A.S. Cannella, Director of Engineering Services The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379 199 PS -017-18 $ W W Memo If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131 To: Erika Watson, Capital Asset Manager From: Ron Albright, Assistant Director, Engineering Services Date: November 21, 2018 Subject: CL2018-01 — Port Darlington Realignment Please see the attached Memo to David Ferguson, Purchasing Manager, regarding award of Contract CL2018-01. Other commitments associated with this contract are detailed in the attached cost apportionment and include land purchase, consulting costs for municipal class environmental assessment, contract administration and inspection, material testing, detailed design, utility relocations, permits and contingencies. The total project cost, including other costs and blended HST, is $2,491,002.10. Note that the costs include the 1.76% non-recoverable portion of the HST for the Municipality of Clarington's share of the project, and the full 13% HST for the Developer's share of the project. It should be noted that the provision of this road in the location identified in CL2018-1 is a requirement of the Conditions of Draft Approval of the subdivision and of the Ontario Municipal Board decision of June of 2015. As a result of Hydro One changing the preferred road alignment location part way through our environmental assessment, there were some additional design, construction and land purchase costs incurred. Additionally, the way in which Infrastructure Ontario, who are responsible for real estate transactions for Hydro One, calculates land costs is much different than is conventionally done and there was a much higher land purchase cost for this project. As a result of these unforeseen issues, there were increases in the overall project costs. In order to accommodate these costs, funding reallocation from another development charge project, Concession Street East urbanization, in the amount of $577,307.34 (net of HST) was required to address the funding shortfall. Due to some delays in the progress in development adjacent to Concession Street East, this project, with the exception of some design costs, can be deferred and re -budgeted for when the development is ready to proceed (anticipated sometime in 2020). The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379 200 PS -017-18 $ W W Memo As there has been some delays in the developments both north and south of this section of road, it is recommended that the construction commitments identified in the 2017 budget, Account Number 110-32-330-83453-7401, be released with the exception of the monies required for the award of the CL2018-01 contract, and $125,000 that should be retained for detailed design of the road section originally included in the construction cost. It is anticipated that both developments should proceed in 2020 or later, at which time Engineering Services will re -budget for the Concession Street East construction costs. Should you have any questions regarding this project, please let me know. Reqards, Ron Albright, P. Eng. Assistant Director, Engineering Services RA/cv cc: Trevor Pinn, Acting Director of Finance A.S. Cannella, Director of Engineering Services The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379 201 Clarington Report Purchasing Services Date: September 27, 2018 To: Andrew Allison, Chief Administrative Officer From: David Ferguson, Manager, Purchasing Services Report #: PS -018-18 File Number: CL2016-16 (Year 3 Renewal) Subject: 2018 Stormwater Management Pond Cleanout and Maintenance Council Recess Procedure (Purchasing By -Law 2015-022 S. 73 Recommendations It is respectfully recommended to the Chief Administrative Officer the following.- That ollowing: That Ground Force Environmental Inc., having submitted updated pricing as per the terms, conditions and specifications, be awarded year 3 of CL2016-16 with a revised scope of work for the completion of the Stormwater Management Pond Cleanout work for the Port of Newcastle East Pond; and 2. That the funding required in the amount of $170,000.00 (Net HST Rebate) which includes the revised construction costs of $129,915.28 (Net HST Rebate) and other related costs such as design, inspection, contract administration, fish rescue and contingencies of $40,084.72 (Net HST Rebate) be funded as follows: 2017 Clarington Stormwater Pond Cleanout 110-36-386-83454-7401 $170,000.00 Corporation of The Municipality Of Clarington 40 Temperance Street, Bowmanville, Ontario L1C 3A6 T (905)623-3379 F (905)623-3330 202 Report No: PS -018-18 Recommended by: David Ferguson, Manager, Purchasing �S;rvices Concurrence: Trevor Pinn, B.Com, CPA, CA Deputy Treasurer Z�� ---� Anthony S. Cannella, Director of Engineering Approved by: An ew Allison, CAO MM\DF\sm a 7 Zo Date Rhle Date 1�/�7 7 ��- Date cc: M. Marano, Director, Corporate Services 203 3 Report No: PS -018-18 1. Background 1.1 The funding application for the Clean Water and Wastewater Funding (CWWF) program included the completion of the Robert Adams Pond which was tendered and awarded to Ground Force Environmental Inc. through CL2016-16. The award of CL2016-16 had a provision to extend the work at the pond over 3 years provided satisfactory performance by the contractor. The contractor performed the work satisfactorily in 2016 and 2017. 1.2 Purchase order number 09854 was issued to Ground Force Environmental Inc. for pond maintenance and sediment removal, outlet structure restoration and minor erosion repairs for the Robert Adams Storm Pond in Courtice. 1.3 An application from the CWWF was submitted to the Province with the inclusion of the entire works for Robert Adams Pond to be completed in one year including additional works at the adjacent quantity pond which have been done. As the pond work came in under the estimate that was provided as part of the CWWF funding agreement, staff applied to the CWWF program for a scope change to include an additional pond cleaning to the funding program. The application was approved and staff would like to exercise Year 3 of the CL2016-16 term order with Ground Force Environmental Inc. with an addition to the scope of work. As noted above, Purchase order number 09854 was issued to Ground Force Environmental Inc. for year 1 and year 2 in the amount of $317, 292.27 (inclusive of HST). With the requested change to the scope of work the revised amount will exceed the dollar threshold that the Chief Administrative Officer is authorized to approve. 1.4 In view of Council Recess, authorization is requested to award a change in scope to the above contract in accordance with Purchasing By -Law # 2015-022, Section 73, Council Recess Procedures. 1.5 The pond selected and accepted for the CWWF scope change was the Port of Newcastle East Pond. As each pond is unique the site preparation, access route, dewatering and coffer dam work is specific to each pond and therefore pricing for this work is directly related to the individual site. In reviewing this pond with Ground Force Environmental Inc. they noted they would be willing to hold their CL2016-16 pricing with moderate increases to the standard tender items such as sediment removal and disposal and after reviewing the design prepared by CIMA provided a price of $127,668.32 exclusive of HST or $129,915.28 net of HST. Staff have reviewed the price and found the price to be reasonable. 1.6 Based on our experience with pond work over the past 2 years we have been able to provide a much more efficient design and work program and therefore can reduce the contingency requirement considerably. The total project costs including contingency, design, permitting, approvals, fish rescue program, 204 CI Report No: PS -018-18 contract administration and net HST costs, is $170,000.00 and is consistent with funding available through the CVVVVF program. 1.7 In view of the total award amount (including year 1 and year 2) being over $250,000 along with a change in the scope, authorization is requested to award the above contract extension in accordance with Purchasing By -Law # 2015-022, Section 73, Council Recess Procedures. 2. Analysis 2.1. Ground Force Environmental Inc. were provided the design, specifications and list of items for pricing for the Port of Newcastle East Pond for review and pricing based on their original pricing submission in 2016 for CL2016-16. 2.2. The updated pricing was provided to the Engineering Services Department for their review and consideration and was found to be reasonable and within the available budget. 2.3. After review and analysis of the submission by the Engineering Services Department and the Purchasing Services Division, it was mutually agreed that Ground Force Environmental Inc. be recommended for renewal for year 3 of contract CL2016-16 including the change to the scope of work. 2.4. Ground Force Environmental Inc. has successfully completed work for the Municipality in the past, specifically in 2016 and 2017 for year 1 and 2 of this contract. 3. Financial 3.1 That the funding required in the amount of $170,000.00 (Net HST Rebate) which includes the construction costs of $129,915.28 (Net HST Rebate) and other related costs such as design, inspection, contract administration, fish rescue and contingencies of $40,084.72 (Net HST Rebate) be funded as follows: 2017 Clarington Stormwater Pond Cleanout 110-36-386-83454-7401 $170,000.00 3.2 Queries with respect to the department needs, specifications, etc. should be referred to the Director of Engineering Services. 4. Conclusion 4.1 It is respectfully recommended that Ground Force Environmental Inc. be awarded the year 3 contract renewal with a revised scope of work required for the completion of Stormwater Management Pond Cleanout work for the Port of 205 5 Report No: PS -018-18 Newcastle East Pond in the amount of $129,915.28 (Net HST Rebate) as per the terms, conditions and specifications of CL2016-16. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. 206 Clarington Report Purchasing Services Date: November 6, 2018 To: Andrew Allison, Chief Administrative Officer From: David Ferguson, Manager, Purchasing Services Report #: PS -020-18 File Number: RFP2018-11 Subject: Microsoft Office 365 Migration Council Recess Procedure (Purchasing By -Law 2015-022 S. 73 Recommendations It is respectfully recommended to the Chief Administrative Officer the following: 1. That the proposal received from Gibraltar Solutions, being the most responsive bidder meeting all terms, conditions and specifications of RFP2018-11 be awarded the contract for the Microsoft Office 365 Migration; and 2. That the required funding for this project in the amount of $40,296.96 (Net HST Rebate) be drawn from the following Account: IT Computer S/W 110-16-162-81611-7401 $40,296.96 Corporation of The Municipality of Clarington 40 Temperance Street, Bowmanville, Ontario UC 3A6 T(905)623-3379 207 Report No: PS -020-18 Recommended bv: David Ferguson, Manager, Purchasing Se ces Concurrence: Trevor Pinn, B.Com, CPA, CA Deputy Treasurer Marie Marano, H.B. Sc., C.M.O. Director, Corporate Services Approved by: And ew All son, Chief Administrative Officer MM\DF\ e2 Date 0"'k (� zvle Date Date kW 6:2 Date cc: Rob Van Dyk, Manager, Information and Technology 1 No: PS -020-18 1. Background Page 3 1.1 Request for Proposal RFP2018-11 was drafted for the purpose of seeking a qualified company for the Microsoft Office 365 system integration and implementation. This project was identified in the Information Technology Strategic Plan as an immediate requirement as the current email system is no longer viable. The scope of the project is for the migration of the Municipality of Clarington from an on -premises Exchange 2010 environment to an Office 365 cloud -hosted email services. The scope of the project along with the RFP specifications were provided by the Information and Technology (IT) Division of the Corporate Services Department. 1.2 RFP2018-11 was issued by the Purchasing Services Division and advertised electronically on the Municipality's website. Notification of the availability of the document was also posted on the Ontario Public Buyer's Association website. 1.3 Twenty-seven (27) Companies downloaded the bid document. 1.4. The request for proposal closed on October 3, 2018. 1.5. In view of Council Recess, authorization is requested to award the above contract in accordance with Purchasing By -Law #2015-022 Part 2, Section 73, Council Recess Procedures. 2. Analysis 2.1. Ten (10) submissions were received by the stipulated closing date and time. See Attachment 1. 2.2. All ten (10) submissions complied with the mandatory submission requirements and were distributed to the Evaluation Committee for their review and scoring. 2.3. The Technical Proposals were first evaluated and scored independently by the members of the evaluation committee in accordance with the established criteria as outlined in the RFP. The evaluation committee was comprised of staff from the IT Division and the Purchasing Services Division. 2.4. The evaluation committee met to review and agree upon the overall scores for each proposal. Some of the areas on which submissions were evaluated were as follows: • Highlights of services provided within past five (5) years only • Allocated roles and responsibilities of team members; long timeline for scope of project and coverage for entire length is essential • Demonstrated understanding of the Municipality's requirements, the Project and related issues • Demonstrated the ability to carry out all aspects of the project. 209 Report No: PS -020-18 Page 4 2.5. Upon completion of the evaluation, the evaluation committee concluded that the following four (4) bids met the pre -established threshold of 80% for Phase 1 and moved on to the second Phase of the process.- * rocess: • Buchanan Technologies • Cistel Technology • Gibraltar Solutions Onx Enterprise Solutions 2.6. It was deemed by the evaluation committee that no presentation would be required to provide further clarification regarding proposals received. 2.7. The Pricing Envelopes for the four (4) pre -qualified companies were opened and verified and in keeping with the terms of the RFP, the evaluation committee's recommendation is to award to the lowest bidder, Gibraltar Solutions. 2.8. Staff have reviewed the pricing submitted by Gibraltar Solutions and found it to be acceptable. 2.9 References provided by Gibraltar Solutions were contacted and they advised that the level of service has been satisfactory. 3. Financial 3.1 That the funding required in the amount of $40,296.96 (Net HST Rebate) is in the budget allocation as provided and will be drawn from the following account: IT Computer SM 110-16-162-81611-7401 $40,296.96 3.2 Queries with respect to the department needs, specifications, etc. should be referred to the Director of Corporate Services. 4. Conclusion 4.1 It is respectfully recommended that Gibraltar Solutions being the lowest compliant bid be awarded the contract for Microsoft Office 365 Migration in the amount of $40,296.96 (Net HST Rebate) as per the terms, conditions and specifications of RFP2018-11. Attachments: Attachment 1 — Summary of Bid Results 210 Report No: PS -020-18 Attachment #1 Municipality of Clarington Summary of Bid Results BIDDER Buchanan Technologies ONX Enterprise Solutions Cistel Technology Gibraltar Solutions *Denotes firms who were shortlisted. 211 Paqe 5 Clarington Finance Department Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To:-RQMHDORM QPE;IMQSDDQQQDQBRSPEIBPPWV Date of Meeting: December 10, 2018 Report Number: FND-014-18 Resolution: File Number: By-law Number: Report Subject: Financial Update as at September 30, 2018 Recommendation: 1. That Report FND-014-18 be received for information. 212 Municipality of Clarington 59RU)N Report Overview Page 2 The purpose of this report is to update Council on the overall budget variance as of September 30, 2018. Additional financial indicators are included in this report such as taxes receivable, debt, development charges collected and investments. 1. Background The financial update report has been designed to focus on overall budget variance. Additional financial information is provided to show trends relating to the general economy. 2. Third Quarter of 2018 Results 2.1 Attachment 1, Summary of Operating Expenditures and Revenues, compares the Municipality's budget to actual posted transactions as of September 30, 2018. This statement reflects the Municipality's operating budget only and excludes the year to date financial activities of the library, museum, BIAs and consolidated hall boards. Capital projects are also not included. Year to date expenditures as of September 30, 2018 totalled $62,945,154 which represents 100.3% of the budget as of the end of the third quarter. Year to date revenues totalled $81,876,070 which represents 104.6% of the budget as of September 30, 2018. 2.2 Attachment 1 is intended to provide an indication of the status of the Municipality's operating accounts compared to the approved budget as at September 30, 2018. Many departments are affected by high levels of activities during specific times of the year. For example, activities such as ice rentals and winter control have more seasonal trends whereas the timing of the Legal and Planning revenues fluctuate from year to year. To best capture the trends in activities, the budget is allocated monthly based on the prior year's actual monthly distribution. In cases where there is no prior history easily obtainable, the monthly allocation is divided equally over the twelve months. Due to the timing differences that occurred throughout the accounts, this statement cannot be used in isolation, nor can it be easily extrapolated to predict the whole year's activities. Monthly trial balances are sent to each department for regular review. Revenues and expenditures that have a variance either above or below budget that are noteworthy are discussed in this report. 213 Municipality of Clarington Page 3 Report FND-014-18 2.3 Non -departmental accounts are at 101.3% of the third quarter 2018 budget. This is due in part to higher than budget General Fund interest. The higher interest can be attributed to the Bank of Canada rate increases in 2018. As of the end of September the General Fund interest is at 143% if the total 2018 budget. 2.4 The Clerk's Department net expenditures are at 87.7% at the end of the third quarter. This is due to higher than budgeted revenues and lower than budgeted expenditures as of September 30, 2018. The increased revenues are due to the cumulative effect of several sources. As of September 30, 2018 there have been higher than budget revenues in snow clearing fines, cemetery sales, parking revenues and fines. As well animal licences are at 130% of the total 2018 budget. Election expenditures are lower than budgeted as of the third quarter; however, not all election costs have been recorded by the third quarter. The fourth quarter report will provide a better picture on the election expenditures. The lower expenditures are moderated by the higher transfer to the parking lot reserve fund which directly corresponds to the higher parking revenues. 2.5 Emergency Services net expenditures are at 100.1%. Emergency calls revenues from the Ministry of Transportation are unbudgeted and as of September 30, 2018 total $70,117. These revenues are transferred to the Fire Equipment Reserve Fund. As noted in previous financial update reports, the Municipality has received some additional revenues in the first quarter through the Memorandum of Understanding with Ontario Power Generation. Overall expenditures are on track. Overages compared to the budgeted amounts in areas such as prevention and suppression are mitigated by under budgeted amounts in training and communication - contract and equipment. 2.6 Engineering Services net expenditures are at 68.2% of the third quarter budget. As reported in previous financial updates, the building permit revenues are much higher than budgeted. As of September 30, 2018 the building permit revenues are at 195.7% of the total 2018 budget. As well there has been contributions as per agreements relating to road projects. Overall revenues are at 228.5% of the third quarter budget. Inspection fees are unbudgeted and as of the end of September were $398,737. There is a corresponding expenditure which transfers the inspection fees to the associated reserve fund. This transfer is a significant portion of the increase in expenditures. 2.7 Operations net expenditures are at 102.9% of the budget as of September 30, 2018. Operating expenditures, excluding fleet and debenture payments, are higher than the third quarter budget at 107.6%. Note that fleet costs are not completed until year end. Winter control costs are over budget approximately $980,000 at the end of the third quarter. This can be attributed to the extended winter season in the first half of 2018 and the increase in sand and salt purchases. As well, senior snow clearing costs are 214 Municipality of Clarington Page 4 Report FND-014-18 higher than budgeted. At the end of the third quarter senior snow clearing costs are at 172% of the total 2018 budget. Additionally, brush, tree and weed removals are over budget as of the third quarter. These overages are mitigated by areas that are under budget as of the third quarter including park maintenance, loose top maintenance and traffic signs. Some variances are affected by timing differences from year to year. However, weather is an unpredictable variable and directly affects budget areas such as winter control and flooding response. 2.8 Community Services net expenditures are at 95.6% of the third quarter budget. Expenditures are below budget due to the combination of lower costs in various areas such as facilities and aquatics as well as concessions which were cancelled as a service being run by the Municipality. 2.9 Attachment 2, Continuity of Taxes Receivable as of September 30, 2018, provides the status of the taxes billed and collected by the Municipality during the third quarter. A total of $54,225,154 in final tax bills and $1,385,159 in supplementary tax bills were issued to property owners in the Municipality during the third quarter. At the end of September 2018, a total of $21,246,293 remains unpaid compared to September 2017 taxes receivable of $19,579,891. The net balance is $1,666,402 higher or 8.51% higher than the previous year at this time. This increase can be in part attributed to an increase of supplementary accounts choosing the pre -authorized payment (PAP) and spreading out the payments on these properties. Although there is an increase in the taxes receivable, the ongoing collection efforts continue to manage the balance of taxes outstanding. 2.10 Attachment 3, Debenture Repayment Schedule, provides the status of the Municipality's long term debt obligations as of January 1, 2018. This schedule has been revised from the previous financial update report, Attachment 3 of FND-013-18. The 2018 debentures for the LED street light conversion and parking lots are being financed internally by the Municipality. The administration of the debenture has been processed by the Region as required. However, due to the internal financing, the debentures are not reported on the Debenture Repayment Schedule nor are they reported on the Investment Summary. In 2018, the debt repayment obligations as per the current debt are $3,403,277. The annual principal and interest payments required to service these liabilities remain well below the annual debt repayment limits prescribed by the Ministry of Municipal Affairs and Housing. 2.11 The 2018 debenture for the LED street light conversion will be financed internally by the Municipality through savings in energy and maintenance costs. This will be shown as a reduction in operating costs relating to streetlights in the Operations Department budget and an annual Engineering budget transfer to the Municipal Capital Reserve Fund. The 215 Municipality of Clarington Resort FND-014-18 Page 5 parking lot debenture will be will be financed internally as part of the annual contribution to the Parking Lot Rehabilitation Reserve Fund. There will be a subsequent transfer from Parking Lot Rehabilitation Reserve Fund to the Municipal Capital Reserve Fund in the amount of the scheduled payment. 2.12 Attachment 4, Municipal Development Charges as of September 30, 2018, provides the development charges collected separated into residential and non-residential. At the end of the third quarter, residential municipal development charges collected are $10,044,533. In the 2015 Development Charges Background Study, it was forecasted that the Municipality would be collecting approximately 786 units in total for 2018. At the end of June 2018, there were 625 units. Compared to the same period the previous year there was a 39.8% increase in residential development charges collected and an 11 % increase in the number of residential units. 2.13 As of September 30, 2018 there has been $645,582 non-residential charges collected. Note that non-residential charges are based on the area in square metres rather than per building unit cost. The timing and amount of non-residential development charges varies quarter to quarter and year to year. 2.14 There are a number of incentives in the 2015 Development Charges By-law 2015-35 to stimulate development in Clarington. There were no incentives given in the third quarter. The total development charge incentives remains at $941,434 with 39.3% given to residential incentives and 60.7% given to non-residential incentives. 2.15 As per the Municipality's Investment Policy which was approved on July 3, 2018 (FND- 011-18), the Treasurer will provide an in-depth annual investment report on the 2018 year's investments in 2019. The quarterly financial update provides some of the highlights of investments as of September 30, 2018. Note that as per the policy the operating cash accounts are not included in the following tables. During the third quarter, maturing Reserve Fund investments were re -invested into GICs. Mid-range term and other investment types will be investigated as investments mature in 2019. 216 Municipality of Clarington Page 6 Report FND-014-18 2.16 As per the policy, the terms or length of investments have been set to ensure liquidity and to minimize interest rate risk. Table 1 shows the term of the investments as of September 30, 2018. Table 1 - Term of Investments 2.17 The policy also sets out the types of investments to create a diversified portfolio. Table 2 shows the breakdown of the types of investments as of September 30, 2018. Table 2 - Type of Investments Total Funds % of Total Minimum Range Maximum Range 90 Das $ 48,042,920 45.8% 0% 20% 100% 90 Days to 1 Year 6,413,683 6.1% 51.9% 30% 100% 1 to 5 Years 47,205,154 45.0% Municipal Debt 0% 85% 5 to 10 Years 3,163,928 3.0% 56,291,900 0% 50% 10 to 20 Years - 0.0% 1 0.0% 0% 30% Total $ 104,825,685 100.0% 0% 25% Total 2.17 The policy also sets out the types of investments to create a diversified portfolio. Table 2 shows the breakdown of the types of investments as of September 30, 2018. Table 2 - Type of Investments 217 Total Funds % of Total Minimum Range Maximum Range HISA $ 40,559,701 38.7% 0% 100% Federal Debt - 0.0% 0% 100% Provincial Debt 3,393,683 3.2% 0% 80% Municipal Debt - 0.0% 0% 35% Financial Institutions 56,291,900 53.7% 0% 60% Corporate Debt non-financial - 1 0.0% 1 0% 1 10% ONE Investment Pools 4,580,401 4.4% 0% 25% Total $ 104,825,685 100.0% 217 Municipality of Clarington Page 7 Resort FND-014-18 3. Concurrence Not Applicable 4. Conclusion It is respectfully recommended that the third quarter of 2018 financial update report be received for information. Submitted Trevor Pinn, B.Com, CPA CA, Deputy Treasurer Reviewed by: Andrew C. Allison, B. Comm, LLB CAO Staff Contact: Catherine Carr, Manager of Internal Audit, 905-623-3379 ext 2606 or ccarr@clarington.net There are no interested parties to be notified of Council's decision. Attachment 1 — Summary of Operating Revenues and Expenses Attachment 2 — Continuity of Taxes Receivable Attachment 3 — Debenture Repayment Schedule Attachment 4 — Municipal Development Charges 218 The Municipality of Clarington Attachment 1 Summary of Operating Expenditures and Revenues for the Nine Months Ending September 31, 2018 to Report FND-014-18 2018 Qtr 3 Budget YTD 2018 Qtr 3 Actual YTD 2018 Qtr 3 Unexpended ($) 2018 Qtr 3 % Expended Iw 2017 Qtr 3 Budgeted YTD 2017 Qtr 3 Actual YTD 2017 Qtr 3 Unexpendend ($) 2018 Total Budget 2018 % of budget spent 05 Non -departmental Accounts (58,442,316) (11470,253) (6,120,518) (59,894,447) (1,671,972) (5,574,813) 1,452,131 201,719 (545,705) (62,634,835) (1,851,538) (5,762,273) 100.5% 114.6% 97.4% Municipal Taxation (62,429,064) (62,940,130) 511,066 100.8% Other Revenue (1,565,682) (2,121,684) 556,002 135.5% Contributions (5,762,273) (5,609,979) (152,294) 97.4% Revenue/Taxation/Contributions (69,757,019) (70,671,793) 914,774 101.3% (66,033,087) (67,141,232) 1,108,145 (70,248,646) 100.6% (211,820) (211,820) 0 100.0% (203,300) 203,300 (203,300) 203,300 0 0 (211,820) 211,820 100.0% 100.0% 59 BIA Taxation BIA Taxes BIA Payments 211,820 211,820 0 100.0% Net Expenditures 0 0 0 0 0 0 0 10 Mayor and Council Net Expenditures 691,036 690,213 823 99.9% 632,237 625,215 7,022 920,932 74.9% (128,539) 1,601,715 (200,874) 1,532,077 72,335 69,638 (165,500) 2,100,193 62.2% 74.6% 13 Administrator's Office Revenues/Recoveries (128,192) (102,955) (25,237) 80.3% Expenditures 1,559,985 1,567,008 (7,023) 100.5% Net Expenditures 1,431,793 1,464,053 (32,260) 102.3% 1,473,176 1,331,203 141,973 1,934,693 75.7% (49,931) 302,133 (87,190) 303,210 37,259 (1,077) (170,000) 546,792 37.0% 65.5% 14 Legal Administration Revenues/Recoveries (67,301) (62,924) (4,377) 93.5% Expenditures 334,292 358,215 (23,923) 107.2% Net Expenditures 266,991 295,291 (28,300) 110.6% 252,202 216,020 36,182 376,792 78.4% (3,000) 3,431,177 (10,271) 3,333,215 7,271 97,962 (8,000) 4,720,273 1,953.3% 77.8% 16 Corporate Services Revenues/Recoveries (8,000) (156,260) 148,260 1,953.3% Expenditures 3,720,419 3,673,248 47,171 98.7% Net Expenditures 3,712,419 3,516,988 195,431 94.7% 3,428,177 3,322,944 105,233 4,712,273 74.6% (512,575) 2,703,909 (642,461) 2,563,855 129,886 140,054 125.3% 94.8% (458,901) 2,335,048 (627,431) 2,352,696 168,530 (17,648) (684,900) 3,740,364 93.8% 68.5% 19 Clerk's Revenues/Recoveries Expenditures Net Expenditures 2,191,334 1,921,394 269,940 87.7% 1,876,147 1,725,265 150,882 3,055,464 62.9% 21 Finance & Unclassified Administration (1,149,271) 1,871,946 2,863,786 (1,138,323) 1,761,555 2,864,945 (10,948) 110,391 (1,159) (1,502,000) 2,616,900 2,858,637 78.5% 70.5% 81.6% Revenues/Recoveries (1,115,645) (1,178,544) 62,899 105.6% Operating Expenditures 1,932,593 1,845,199 87,394 95.5% Unclassified Administration 2,507,259 2,331,333 175,926 93.0% Expenditures 4,439,852 4,176,532 263,320 94.1% 4,735,732 4,626,500 109,232 5,475,537 76.3% Net Expenditures 3,324,207 2,997,988 326,219 90.2% 3,586,461 3,488,177 98,284 3,973,537 75.4% 219 The Municipality of Clarington Attachment 1 Summary of Operating Expenditures and Revenues for the Nine Months Ending September 31, 2018 to Report FND-014-18 2018 Qtr 3 Budget YTD 2018 Qtr 3 Actual YTD 2018 Qtr 3 Unexpended ($) 2018 Qtr 3 % Expended 2017 Qtr 3 Budgeted YTD 2017 Qtr 3 Actual YTD 2017 Qtr 3 Unexpendend ($) 2018 Total Budget 2018 % of budget spent (80,993) 8,991,329 (220,932) 9,024,696 139,939 (33,367) (110,000) 12,362,786 196.1% 75.6% 28 Emergency Services - Fire Revenues/Recoveries (98,942) (215,755) 116,813 218.1%11 Expenditures 9,226,568 9,348,159 (121,591) 101.3% Net Expenditures 9,127,626 9,132,404 (4,778) 100.1% 8,910,336 8,803,764 106,572 12,252,786 74.5% (967,987) 534,407 5,717,520 (2,195,234) 534,407 5,982,414 1,227,247 0 (264,894) (1,605,532) 538,773 7,448,843 227.4% 85.2% 89.7% 32 Engineering Services Revenues/Recoveries (1,597,809) (3,650,258) 2,052,449 228.5% Debenture Payment Operating Expenditures Expenditures Net Expenditures 459,1101 6,261,225 459,110 6,682,940 0 (421,715) 100.0% 106.7% 6,720,335 7,142,050 (421,715) 106.3% 6,251,927 6,516,821 (264,894) 7,987,616 89.4% 5,122,526 3,491,792 1,630,734 68.2% 5,283,940 4,321,587 962,353 6,382,084 54.7% (417,189) (457,999) 40,810 109.8% (523,660) 11,848,441 1,027,669 (559,269) 12,696,569 608,496 35,609 (848,128) 419,173 (672,423) 18,116,278 1,667,046 68.1% 77.0% 56.2% 36 Operations Revenues/Recoveries Operating Expenditures 12,966,002 13,945,451 (979,449) 107.6% Fleet & Debenture Payments 1,469,508 936,411 533,097 63.7% Expenditures Net Expenditures 14,435,510 14,881,862 (446,352) 103.1% 12,876,110 13,305,065 (428,955) 19,783,324 75.2% 14,018,321 14,423,863 405,542 102.9% 12,352,450 12,745,796 393,346 19,110,901 75.5% (3,640,843) 8,343,273 3,099,950 95,000 (3,741,567) 8,398,973 3,099,950 95,000 100,724 (55,700) 0 0 (5,104,866) 12,556,918 2,115,485 95,000 73.5% 70.3% 94.8% 98.7% 42 Community Services Revenues/Recoveries (3,802,124) (3,754,006) (48,118) 98.7% Operating Expenditures 9,203,600 8,825,298 378,302 95.9% Debenture Payments 2,004,560 2,004,560 0 100.0% 95,000 93,750 1 11250 98.7% Annual Grant & Sponsorships Expenditures 11,303,160 10,923,608 379,552 96.6% 11,538,223 11,593,923 (55,700) 14,767,403 74.0% Net Expenditures 7,501,036 7,169,602 331,434 95.6% 7,897,380 7,852,356 45,024 9,662,537 74.2% (393,483) 3,505,610 (807,274) 3,000,115 413,791 505,495 (702,300) 4,378,036 109.8% 76.2% 50 Planning Services Revenues/Recoveries (564,637) (771,295) 206,658 136.6% Expenditures Net Expenditures 3,359,235 3,336,390 22,845 99.3% 2,794,598 2,565,095 229,503 91.8% 3,112,127 2,192,841 919,286 3,675,736 69.8% Boards & Agencies 4,072,724 4,072,194 530 100.0% 4,080,205 4,072,400 7,805 4,190,911 97.2% (78,281,253) (81,876,070) 3,594,817 104.6% (73,632,995) 60,484,746 (76,932,897) 60,489,233 3,299,902 (4,487) (81,185,987) 81,185,987 100.9% 77.5% Total Operating: Revenue/Recoveries Expenditures 62,778,845 62,945,154 (166,310) 100.3% Net Difference (15,502,409) (18,930,916) 3,428,508 122.1% (13,148,249) (16,443,664) 3,295,415 0 220 CORPORATION OF THE MUNICIPALITY OF CLARINGTON Attachment 2 to Continuity of Taxes Receivable Report FND-014-18 for the Third Quarter of the Year 2018 Beginning Payments & Balance Interest Taxes Billed Balance Adjustments September September Receivable Added 2018 2017 June 30, 2018 Current Year Taxes 8,131,534 55,407,983 63,539,517 (45,920,757) 17,618,759 16,249,960 Penalty and Interest 84,380 229,427 313,807 (142,266) 171,541 148,376 First Prior Year Taxes 2,686,760 184,040 2,870,800 (648,110) 2,222,690 2,138,684 Penalty and Interest 197,884 89,044 286,929 (85,915) 201,014 166,623 Second Prior Year Taxes 810,549 18,290 828,840 (145,681) 683,158 651,529 Penalty and Interest 90,126 25,666 115,791 (22,551) 93,241 73,285 Third and Prior Years Taxes 225,168 0 225,168 (13,083) 212,085 135,152 Penalty and Interest 39,652 5,722 45,374 (1,569) 43,805 16,282 Total 12,266,054 349,859 55,610,313 68,226,226 (46,979,934) 21,246,293 19,579,891 ** These figures include refunds, write-off, 357's etc. 2018 Interim Instalment months: February and April. 2018 Final Instalment months (for non -capped classes): June and September 2018 Final Instalment months (for capped classes): August and September 221 Muncipality of Clarington Attachment 3 of Report FND-014-18 NOTE: 2018 Newcastle Library has a balloon payment of $452,000 to be financed from Library Development Charge Reserve Fund, Library Capital RF and tax levy. 222 Debenture Repayment Schedule As of January 1, 2018 Indoor Soccer RRC MAC Green Road Year Lacrosse RRC CCD space Improvements Improvements Grade Separation Newcastle Library Courtice Library Newcastle Aquatic Total 2018 164,093.85 104,942.45 86,760.21 111,327.96 538,772.66 558,787.14 78,904.97 1,759,687.50 3,403,276.74 2019 165,174.58 104,831.80 84,141.23 107,967.35 541,802.38 - 78,146.32 1,757,651.34 2,839,715.00 2020 164,755.07 104,715.46 84,010.16 107,799.19 544,416.38 - 78,341.53 1,604,355.98 2,688,393.77 2021 163,863.49 104,593.15 83,946.43 107,717.40 546,559.49 - 78,465.50 1,054,141.30 2,139,286.76 2022 163,542.75 83,964.94 107,741.15 546,559.49 - 78,488.31 1,006,711.96 1,987,008.60 2023 162,800.11 83,859.28 107,605.57 546,276.36 - 78,425.64 978,966.96 2024 160,675.42 83,823.08 107,559.13 553,240.30 78,249.84 983,547.77 2025+ 668,981.96 858,416.52 2,693,604.53 546,030.80 4,767,033.81 1,144,905.27 419,082.86 1,259,487.29 1,616,134.27 6,511,231.59 558,787.14 1,095,052.91 7,182,548.08 19,787,229.41 Principal at 1,033,000.00 339,154.57 1,010,000.00 1,296,000.00 5,332,600.00 529,000.00 931,000.00 6,595,000.00 17,065,754.57 January 1, 2018 Principal at 896,000.00 248,296.31 950,705.28 1,219,914.89 4,958,600.00 - 871,000.00 5,083,000.00 14,227,516.48 January 1, 2019 Interest Rates 1.35% to 3.35% 5.12% 1.7% to 3.45% 1.7% to 3.45% 1.35% to 3.8% 4.9% to 5.2% 1.15% to 2.8% 4.5% to 4.75% NOTE: 2018 Newcastle Library has a balloon payment of $452,000 to be financed from Library Development Charge Reserve Fund, Library Capital RF and tax levy. 222 Municipality of Clarington RESIDENTIAL Single/Semi- Detached -New construction -Additions Townhouse Apartment TOTAL: Attachment 4 to Report FND-014-18 MUNICIPAL DEVELOPMENT CHARGES January to September YTD Change in DC paid from prior year: Change in DC units from prior year: NON-RESIDENTIAL Commercial -New construction -Additions Industrial -New construction -Additions Agricultural Government Institutional TOTAL: 39.8% 11.0% 2018 2017 Municipal Development Number of Municipal Development Number of Charges Paid Units Charges Paid Units $ 10,044,533.00 625 5,037,330 307 $ - - 216,801 19 $ - - 1,928,736 237 $ 10,044,533.00 625 $ 7,182,867.00 563 Change in DC paid from prior year: Change in DC units from prior year: NON-RESIDENTIAL Commercial -New construction -Additions Industrial -New construction -Additions Agricultural Government Institutional TOTAL: 39.8% 11.0% Change in DC paid from prior year- 223 -3.4% 2018 2017 Municipal Development Charges Municipal Development Charges Paid Paid $ 372,802.29 $ 113,428.43 $ 20,744.28 $ 454,192.25 $ 77,961.74 $ - $ 274,617.72 $ 645,582.42 $ 668,164.29 Change in DC paid from prior year- 223 -3.4% Municipality of Clarington Attachment 4 to Report FND-014-18 Municipal Development Charges Incentives As of September 30, 2018 Under By-law 2015-035 Date Property Value Incentive Residential Jan -16 105 Queen Street, Bowmanville 413,822.26 Mid -Rise Residential Dec -17 109 King Avenue East, Newcastle 157,840.00 Revitalization Mixed Used Residential Incentives to Date $ 571,662.26 Non -Residential Jul -15 222 King Street East, Bowmanville 110,671.30 Medical Exemption Oct -15 21 King Avenue East, Newcastle 3,636.08 Revitalization Small Business Feb -16 222 Baseline Road East, Bowmanville 13,279.78 Existing Industrial Development Feb -16 28 King Avenue East, Newcastle 937.96 Revitalization Small Business Apr -16 70 Mearns Court, Bowmanville 1,470.67 Existing Industrial Development Oct -16 2323 Highway 2, Bowmanville 15,985.00 Conversion Residential to Commercial Oct -16 70 Mearns Court, Bowmanville 8,232.17 Existing Industrial Development Feb -17 48 Britton Court, Bowmanville 24,676.61 New Industrial Development May -17 5314 Main Street, Orono 974.18 Revitalization Small Business Jun -17 1726 Baseline Road, Courtice 10,190.86 New Industrial Development Oct -17 220 Lake Road, Bowmanville 67,850.25 New Industrial Development Dec -17 109 King Avenue East, Newcastle 72,886.25 Revitalization Mixed Use Apr -18 685 Lake Road, Bowmanville 38,980.87 New Industrial Development Non -Residential Incentives to Date $ 369,771.98 Total Value of Incentives to Date $ 941,434.24 224 Clarington Finance Department Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: Date of Meeting: December 10, 2018 Report Number: FND-015-18 Resolution: File Number: By-law Number: Report Subject: 2019 Interim Tax By-law Recommendations: 1. That Report FND-015-18 be received; and 2. That the By-law attached to Report FND-015-18 be approved. 225 Municipality of Clarington Report FND-015-18 Report Overview Page 2 The Municipality of Clarington annually levies an interim tax prior to the approval of the final tax rates to ensure it is able to meets its financial obligations until the final tax levies are processed. 1. Background 1.1 The Municipal Act, 2001 authorizes a municipality, prior to the adoption of the estimates for the year, to pass a by-law levying amounts on the assessment of property in the local municipality for local municipal purposes. 1.2 Historically, the Municipality has passed an Interim Tax Levy in December of the preceding year to ensure that tax bills are processed in January of the taxation year. 1.3 Interim tax bills are divided into two installments: February 21, 2019 and April 18, 2019. 1.4 The by-law this year has been amended to reflect that penalty is added on the first day of the month after the installment date, and interest is added on the first day of each month thereafter. This is a housekeeping change to be consistent with wording in the Municipal Act, 2001. 1.5 If Council were not to pass the Interim Tax Levy, taxes could not be collected until the final tax bills are processed in the spring and this could result in a cash flow issue for the Municipality. It would also result in taxpayers having to pay their full tax bills in two installments rather than four (or more if they use Pre -Authorized Payments). This could result in hardship to taxpayers. 2. Concurrence Not Applicable. 3. Conclusion It is respectfully recommended that Council approve the 2019 Interim Tax By-law to ensure that interim tax bills are processed consistent with past timelines and to ensure that tax revenues can be collected throughout the whole 2019 taxation year. 4. Strategic Plan Application Not applicable. 226 Municipality of Clarington Resort FND-015-18 Submitted by: Trevor Pinn, B.Com, CPA, CA, Deputy Treasurer Page 3 Reviewed by: Andrew C. Allison, B. Comm, LL.B CAO Staff Contact: Jessica James, CMRP(A), Tax Collector, 905-623-3379 x 2609 or jjames@clarington.net Attachments: Attachment 1 - By-law for 2019 Interim Tax 227 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2018 - BEING A BY-LAW to authorize an Interim Tax levy for 2019 WHEREAS the Council for the Municipality of Clarington deems it necessary to pass a by-law to levy an Interim Rate for 2019 on the whole of the assessment for each property class in the local municipality as provided for in Section 317 of the Municipal Act, 2001; NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON ENACTS AS FOLLOWS: 1. THAT the Council of the Corporation of the Municipality of Clarington is hereby authorized to levy in 2019 on the whole of all taxable assessment on the property according to the last revised assessment roll, a sum not to exceed that which would be produced by applying the prescribed percentage (or 50 percent if no percentage is otherwise prescribed) of the total amounts billed to each property for all purposes in the previous year on the properties that, in the current year, are in the property class as provided for in Section 317 of the Municipal Act, 2001. 2. THAT for the purposes of calculating the total taxes for the previous year under paragraph 1, if any taxes were levied for only part of the previous year because assessment was added to the roll during the year, an amount shall be added equal to the additional taxes that would have been levied if the taxes had been levied for the entire year. 3. THAT the interim tax levy rates shall also apply to any property added to the assessment roll after this by-law is enacted; 4. THAT all taxes levied under the authority of this By-law shall be payable in Canadian funds and shall be divided into two equal installments, the first of said installments to become due and payable on or before the 21St day of February 2019 and the second of said installments to become due and payable on or before the 18th day of April 2019 and shall be paid to the Treasurer of the Corporation of the Municipality of Clarington. Upon payment of any applicable fee, and if paid on or before the due date imprinted on the bill, taxes may also be paid at most chartered banks in the Province of Ontario 5. THAT as Section 342(b) of the Municipal Act, 2001, provides for alternative installments and due dates in the year for which the taxes are imposed other than those established under clause (4) to allow taxpayers to spread the payment of taxes more evenly over the year. A taxpayer may pay taxes on a 12 -month pre -authorized payment plan payable on the first day of each month from December to November. In the event of the default of payment on the pre - authorized payment plan, enrolment in the plan shall be terminated and the interim tax levy shall be due and payable on the installment dates as set out is Section 4 of this by-law. 6. THAT as provided in Section 345 (2) of the Municipal Act, 2001, if the taxes or any installment levied in accordance with this by-law remain unpaid on the first day of the month following the installment due dates set out in Section 4 of this by-law, a penalty of one and one quarter percent (1.25°/x) will be imposed on the amount for taxes due and unpaid. 7. THAT as provided in Section 345(3) of the Municipal Act, 2001, any taxes levied pursuant to this by-law that are due and unpaid, interest at the rate of one and one quarter percent (1.25%) per month (15% per annum) of the unpaid taxes 228 shall be levied on the first day of each calendar month for so long as the taxes remain unpaid. By-law passed in open session this 17t" day of December, 2018, and shall come into force on January 1, 2019. Adrian Foster, Mayor Anne Greentree, Clerk 229 Clarington Finance Department Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government D030DCi ORSPEV Committee Date of Meeting: December 10, 2018 Report Number: FND-016-18 Resolution: File Number: By-law Number: Report Subject: SERVICE FEE AMENDMENTS Recommendations: 1. That Report FND-016-18 be received; 2. That the recommended changes to service fees addressed in Report FND-016-18 be approved; and 3. That the By-law attached to Report FND-016-18 be approved. 230 Municipality of Clarington Resort FND-016-18 Report Overview Paae 2 This report has been prepared to present recommendations on rates and fees charged by the Finance Department for information and services and to obtain Council's approval to amend By-law 96-32. 1. Background 1.1 The Finance Department completed a service fee review in 2017, creating a number of changes effective January 1, 2018. Over the course of 2018, a number of concerns were brought forward. 2. Proposed Addition 2.1 The service fee for dishonoured payments was inadvertently removed from Schedule "F" attached to By-law 2017-098 effective January 1, 2018. This service fee is currently charged by other departments at a rate of $35.00. It is recommended this fee be reinstated effective January 1, 2019. 3. Proposed Changes to Existing Fees Tax Certificate Rush Service 3.1 Effective January 1, 2018, a new Tax Certificate Rush Service was added which guarantees a Tax Certificate be prepared on the same day. It is recommended to remove the wording "same day". The removal of "same day" will allow flexibility to process certificates once a day instead of multiple times throughout the day, and time for processing on days when staff are away. Our procedure will be to process all Rush Tax Certificates within 24 to 48 hours. Collection Letter/Notice 3.2 Currently a service fee of $25.00 is added for a collection letter/notice for all accounts that have outstanding taxes two years or greater. It is recommended that this fee be changed to be fair and consistent for all taxpayers receiving a collection notice. It is recommended that a service fee of $5.00 be implemented to all accounts that receive a notification regardless of the tax year in which taxes are outstanding. This will help recover the costs of printing and postage. 3.3 Notification of outstanding taxes are currently mailed three times a year March, July and October. 231 Municipality of Clarington Report FND-016-18 Page 3 3.4 A survey completed by the Town of Ajax in mid -2018, shows the service fees for collection letters for neighboring municipalities. This service fee is also common for municipalities outside the Durham Region. Service Ajax Whitby Pickering Oshawa Clarington Collection Letter N/A N/A 5.00 5.00 $25.00 (Min. 2 years of arrears) 4. Concurrence Not applicable 5. Conclusion 5.1 It is respectfully recommended that Council approve the attached By-law and Finance Department — Schedule 'F" to By-law #96-32 for rates and fees to come into effect on January 1, 2019. 6. Strategic Plan Application Not applicable 5�; Submitted by. Trevor Pinn, B.Com, CPA, CA Deputy Treasurer Reviewed by: Andrew C. Allison, B. Comm, LL.B CAO Staff Contact: Jessica James, Tax Collector, 905-623-3379 ext 2609 orjjames@clarington.net Attachment: Attachment 1 - By-law to amend service fees There are no interested parties to be notified of Council's decision. 232 Attachment 1 to Report FND-016-18 The Corporation of the Municipality of Clarington By-law Number 2018 - Being a by-law to amend By-law 96-32 to require the payment of fees for information and services Whereas at its meeting held on December 17, 2018, the Council approved the recommendations contained in Report Now therefore the Council of the Corporation of the Municipality of Clarington enacts as follows: 1. That By-law 96-32 be amended by deleting Schedule "F" and replacing it with attached Schedule "F"; and 2. That this By-law shall come into effect January 1, 2019. By -Law passed in open session this 17th day of December, 2018 Adrian Foster, Mayor C. Anne Greentree, Clerk 233 SCHEDULE "F" to By-law #96-32 Finance Department - Schedule of Rates & Fees Effective January 1, 2019 Tax Certificate $65.00 Tax Certificate — Rush Service $75.00 Tax Receipts/Letters $10.00 Statement of Account $10.00 Refund of incorrect payment by Lawyers, Mortgage Companies $40.00 Electronic Payment Correction- First at no charge for resident only $25.00 Reprint Tax Bill, PASP Letter, Adjustment, Apportionment Notification, etc $10.00 Change of Ownership Fee $30.00 New Tax Account Set-up Fee $50.00 Research/Archival Fee (Per hr.- 1 hr. minimum charge) $30.00 Post Dated Cheque Removal or Date Change $25.00 Mortgage Company Information (per roll) $10.00 Addition to tax roll eg. Region Water/Sewer Lien, POA Arrears, Development Charge etc. $25.00 Collection Letter/Notice $5.00 Dishonoured Payments (Pre -authorized payments/cheques) $35.00 234 SCHEDULE "F" to By-law #96-32 Finance Department - Schedule of Rates & Fees Effective January 1, 2018 Tax Certificate $65.00 Tax Certificate — Rush Service - Same Day $85.00 Tax Receipts/Letters $10.00 Statement of Account $10.00 Refund of incorrect payment by Lawyers, Mortgage Companies $40.00 Electronic Payment Correction- First at no charge for resident only $40.00 Reprint Tax Bill, PASP Letter, Adjustment, Apportionment Notification, etc $10.00 Change of Ownership Fee $30.00 New Tax Account Set-up Fee $50.00 Research/Archival Fee (Per hr.- 1 hr. minimum charge) $30.00 Post Dated Cheque Removal or Date Change $25.00 Mortgage Company Information (per roll) $10.00 Addition to tax roll eg. Region Water/Sewer Lien, POA Arrears, Development Charge etc. $25.00 Collection Letter/Notice $25.00 235 Comparison of Fees for Service Ajax Whitby Pickering Oshawa Clarington Tax Certificate $65.00 $65.00 $65.00 $65.00 $60.00 Tax Certificate - Rush Service $65.00 $65.00 $85.00 $65.00 $60.00 Tax Receipts/Letters $10.00 $10.00 $10.00 $10.00 $7.00 Statement of Account $10.00 $10.00 $10.00 $10.00 $7.00 Refund of incorrect payment by Lawyers, Mortgage Companies $45.00 $40.00 $45.00 $0.00 $33.33 Electronic Payment Correction- First at no charge for resident only $45.00 $40.00 $46.00 $35.00 $0.00 Reprint Tax Bill, PASP Letter, Adjustment, Apportionment Notification, etc $10.00 $10.00 $10.00 $10.00 $7.00 Change of Ownership Fee $35.00 $25.00 $32.50 $15.00 $25.00 New Tax Account Set-up Fee $50.00 $50.00 $50.00 $50.00 $25.00 Research/Archival Fee (Per hr.- 1 hr. minimum charge) $30.00 $0.00 $30.00 $0.00 $30.00 Post Dated Cheque Removal or Date Change $25.00 $20.00 $46.00 $0.00 $25.00 Mortgage Company Information (per roll) $10.00 $10.00 $12.50 $10.00 $10.00 Addition to tax roll eg. Region Water/Sewer Lien, POA Arrears, Development Charge etc. $25.00 $25.00 $25.00 $30.00 $25.00 Collection Letter/Notice 1 $0.001 $0.001 $35.001 $0.00 $25.00 236 Clarington CAO Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: Date of Meeting: Report Number: File Number: Report Subject: - RG&E@0I `Government D Q G 3 0 D Q QCd)mOittde D Q G December 10, 2018 CAO -015-18 Resolution: By-law Number: Tourism Advisory Committee Terms of Reference Recommendations: 1. That Report CAO -015-18 be received; 2. That Council endorse the Terms of Reference for the Tourism Advisory Committee; 3. That 6taff advertise and recruit potential memberto the Tourism Advisory Committee; 4. That a Council representative be appointed to sit on the Tourism Advisory Committee; and 5. 237 Municipality of Clarington Resort CAO -015-18 Report Overview Page 2 In September 2018, Council authorized staff to develop a Terms of Reference for a new Tourism Advisory Committee that would work with staff and Council to promote the tourism sector in Clarington. The attached Terms of Reference set out a mandate for the new committee. 1. Background 1.1 On September 17, 2018, Council approved the Tourism Service Delivery Review report CAO -012-18 which included 16 recommendations. One key proposal was the creation of a "Stakeholder Advisory Committee". This proposal was listed in four separate recommendations (specifically numbers 1, 2, 8 and 10 on page 15 of CAO - 012 -18). 1.2 Council received the report and authorized staff to develop a Terms of Reference for the new Tourism Advisory Committee. 2. Tourism Advisory Committee 2.1 Staff have created a Terms of Reference for the new Tourism Advisory Committee. Please see Attachment 1 to this report. 2.2 The Tourism Advisory Committee will assist and advise Council in the development of a new strategic plan for Clarington Tourism. The development of a strategic plan was listed as the second recommendation made by the consultant. 2.3 It is recommended that the Tourism Advisory Committee be made up of industry stakeholders and include members from all the diverse tourism sectors including restaurants, accommodations, and attractions. 2.4 Members of the Tourism Advisory Committee will serve as a resource for Council and staff to provide insight and advice from a business perspective on tourism -related initiatives. 3. Concurrence Not Applicable. 238 Municipality of Clarington Resort CAO -015-18 4. Conclusion Page 3 Staff recommend that Council approve the attached Terms of Reference for the Tourism Advisory Committee. The formation of a new Tourism Advisory Committee was a key recommendation in the Tourism Service Delivery Review Report, which Council endorsed on September 17, 2018. The new committee will advise Council on tourism - related initiatives and provide expertise on a sector that is a key economic driver in Clarington, Durham and Ontario. Submitted by: f�f . Andrew C. Allison, B. Comm, LLB CAO Staff Contact: Basia Radomski, Manager of Communications and Tourism 239 Municipality of Clarington Terms of Reference Tourism Advisory Committee Name Attachment 1 to Resort CAO -015-18 The committee will be known as the Tourism Advisory Committee or "committee" in this document. Purpose The role of the Tourism Advisory Committee is to provide advice, comments and recommendations to Council on tourism services, activities and initiatives to promote the Municipality. The committee will represent a variety of Tourism stakeholders and will work with staff to further tourism -focused strategic goals and initiatives as set out by Council. Committee Scope x Assist staff and Council in the development of a tourism -specific strategic plan. x Assist in communicating with other stakeholders the clearly defined roles of Clarington Tourism staff, including the scope of work as well as staff resources and assistance that is available for stakeholders. x Act as a sounding board for new tourism ideas and initiatives. x Assist in gathering tourism -specific metrics and measurables to ascertain the tourism - specific economic impact. x Act as tourism ambassadors and assist staff in educating, reaching out, and informing other tourism partners and visitors. x Assist in the development and communication of a Clarington Tourism brand. x Provide feedback for tourism campaigns and initiatives. x Identify opportunities for new tourism initiatives for staff to explore. x Serve as a stakeholder resource for staff to gain insight and advice from a tourism business perspective. x Help build positive relationships between Clarington Tourism and all tourism stakeholders. x Assist in involving more stakeholders and securing increased support for Clarington Tourism, the brand and initiatives. x Identify new partnership opportunities with other major stakeholders including Central Counties Tourism, Durham Tourism, Sport Tourism, as well as other government agencies. 240 Municipality of Clarington Committee Composition Attachment 1 to Resort CAO -015-18 x The committee will be comprised of a total of nine voting members, one of whom will be a member of Council, a representative from Clarington Board of Trade (non-voting) and a staff liaison (non-voting). x All members must be tourism stakeholders with a tourism market -ready business in Clarington. x Members need to be representative of the various tourism sectors within the community including restaurants, accommodations, adventure, large businesses and BIAs. x Appointments will run for a four-year term and coincide with the term of Council. x Appointments may be revoked at any time at Council's discretion. x Committee members will contribute time, knowledge and expertise to assist the committee to fulfil its mandate. x The committee will work with staff to fulfil Council's mandate. Committee Meetings x Committee will elect a chair and vice chair from committee members on a yearly basis. x Committee will meet quarterly at the Municipal Administrative Centre. The chair may call additional meetings if needed. The meetings will be open to the public. x The selected chair or in his/her absence vice chair will preside over all meetings and committee business, except the inaugural meeting, which will be chaired by the Member of Council until the chair and vice chair are elected. x The committee chair will work with the staff liaison on committee meeting agendas and minute taking. The minutes will be included in Council agendas for all of Council to review. x A quorum consists of no less than five of the voting members. x The committee may meet without a quorum but cannot vote on any matters. x Whenever possible, committee decisions will be made by consensus. When a vote is necessary, a motion must be moved by a member and have another committee member second that motion prior to voting. Budget and Communications x Tourism staff will oversee the committee's budget. x The budget will include money for education/communications/marketing materials and will be included in the overall tourism budget. 241 Municipality of Clarington Attachment 1 to Resort CAO -015-18 x Participation in the committee is on a voluntary basis. Committee members will not receive a salary for their time. The committee will serve Council in an advisory capacity and does not have any delegated authority. x Any reports on committee business will be done by Tourism Staff and submitted for Council review at the General Government Committee meetings. x The committee will work with staff to prepare an annual report that will include an update of initiatives and activities for Council to review. x Committee members will reveal any potential conflict of interest and will not use this committee to further their own business interests. Municipal conflict of interest requirements will apply to committee members. Staff role x Liaise with the committee. x Assist in preparing agendas and keeping minutes. x Oversee committee's budget. x Review all recommendations/expenditures prior to Council. x Assist in writing an annual report. x Attend meetings. Council role x Appoint committee members. x Review submissions and recommendations. 242 Oshawa,: File: A-2100 December 5, 2018 Corporate Services Department City Clerk Services President of General Motors of Canada President of General Motors Company 1908 Colonel Sam Drive P.O. Box 33170 Oshawa, Ontario Detroit, MI 48232-5170 L1 H 8P7, Canada Re: The Importance of Keeping General Motors Oshawa Assembly Plant Open Oshawa City Council considered the above matter at its meeting of December 3, 2018 and adopted the following recommendation: "Whereas General Motors, it's employees and the City of Oshawa have experienced an historic 100 year successful partnership in this community; and, Whereas on November 26, 2018 General Motors announced its need to accelerate its transformation for the future by building upon world-class engineering in advanced technologies and increasing investment in electric and autonomous vehicle programs and linked this to its rationale for closing the Oshawa assembly plant at the end of 2019; and, Whereas there are numerous employees of General Motors and associated industries, services and businesses in Oshawa and Durham Region that depend on the operation of the Oshawa assembly plant and the well-being of those families that are affected by General Motors decision is a priority of the City; and, Whereas good jobs for Oshawa and Durham workers is a key priority and the closure of the Oshawa assembly plant will have a negative impact on the lives of those affected families as well as on the local, regional, provincial and national economies; and, Whereas the local General Motors workforce has consistently demonstrated its flexibility and ability to embrace innovation to continue to transform the automotive sector for the benefit of the company and North American economy; and, Whereas General Motors has acknowledged that the local talented workforce has a proven record of accomplishment for setting high quality standards and winning international productivity awards; and, Whereas there is an opportunity to build on our rich automotive history, utilizing the skills and abilities of Oshawa's professional autoworkers that have established a proven foundation for innovative and the capacity to tackle economic challenges. All of which The Corporation of the City of Oshawa, 50 Centre Street South, Oshawa, Ontario L1 H 3Z7 Phone 905 4A6 3A1 1 8AO 6A7 4A92 Fax 905 4A6 5A97 www.oshawa.ca 2 makes Oshawa the ideal location from which to drive General Motors new focus on electric and autonomous vehicle programs; and, Whereas Oshawa has already realized substantial investments in cutting-edge automotive technologies that support and advance the development of electric and autonomous vehicles here in our community including the University of Ontario Institute of Technology's Automotive Centre of Excellence (ACE) and its world-class facility that produces cutting-edge automotive technologies; and, Whereas in August 2018, the Federal Government announced up to $9.46 million in funding to support the integration of a Moving Ground Plane allowing the U.O.I.T. to increase the number of full-time jobs at ACE, generate new training opportunities, promote research and development and encourage the advancement of cleaner and safer automotive technologies; and, Whereas Oshawa has been selected to be a Technology Development Site that is fully integrated with Province's Autonomous Vehicle Innovation Network (AVIN) program; and, Whereas through unique market-driven programs Durham College and U.O.I.T. are creating the next generation of engineering and technical leaders to support the growth of the advanced automotive industry; and, Whereas we believe that our mutually beneficial relationship with General Motors can continue long into the future by developing alternatives to closing the assembly plant in Oshawa; and, Whereas the City is committed to building upon our strong partnerships with General Motors, the federal and provincial governments, the post -secondary institutions and the local business community to support the General Motors employees and their families and other local businesses affected by the decision by General Motors; Therefore be it resolved: That the City of Oshawa is committed to work with General Motors and Unifor in order to keep the Oshawa Assembly Plant open beyond 2019 and that a copy of this resolution be forwarded to General Motors and Unifor with a request that the President of General Motors, the President of General Motors Canada and the President of Unifor meet with the Mayor. 2. That the Mayor send a letter together with a copy of this resolution to Prime Minister Justin Trudeau, Premier Doug Ford and all MP's and MPP's in Durham Region, Peterborough County, Kawartha Lakes, Northumberland County and the City of Toronto requesting them to initiate actions to convince General Motors to keep the Oshawa Assembly Plant open and requesting that they meet with the Mayor. 3. That a copy of this resolution be forwarded to the Region of Durham, all Durham municipalities, the City of Toronto, municipalities in Peterborough County, Kawartha Lakes and Northumberland County, the Association of Municipalities of Ontario, the Chamber of Commerces/Boards of Trade in the Durham Region, the Durham Region Labour Council, the Federation of Canadian Municipalities, Ontario C Federation of Labour and the Mayors Auto Caucus, and any other organization deemed appropriate by the Mayor, requesting their support to keep the Oshawa Assembly Plant open. 4. That the Mayor continue to lead the efforts on this matter." By copy of this letter, I am forwarding this resolution to Unifor, Region of Durham, all Durham municipalities, the City of Toronto, municipalities in Peterborough County, Kawartha Lakes and Northumberland County, the Association of Municipalities of Ontario, the Chamber of Commerces/Boards of Trade in the Durham Region, the Durham Region Labour Council, the Federation of Canadian Municipalities, Ontario Federation of Labour and the Mayors Auto Caucus, and any other organization deemed appropriate by the Mayor, requesting their support to keep the Oshawa Assembly Plant open. If you need further assistance concerning the above matter, please contact Paul Ralph, Commissioner, Development Services Department at the address listed below or by telephone at 905-436-3311. Andrew Brouwer City Clerk /fb C. Development Services Department Mayor Carter Unifor City of Pickering Town of Ajax Town of Whitby Municipality of Clarington Township of Scugog Township of Brock Region of Durham Association of Municipalities of Ontario Chamber of Commerces/Boards of Trade in Durham Region Durham Region Labour Council Federation of Canadian Municipalities Mayors Auto Caucus Ontario Federation of Labour